Fleet Administrator

Axis, part of Axis CLC, is a trusted property services specialist delivering responsive repairs, planned works, refurbishments and voids services. We employ more than 1,500 people and support over 250 clients across London and the Southeast. Backed by over 110 years of combined experience across the Axis CLC group, we help keep residents safe, properties well maintained and clients fully compliant.

The Fleet Administrator is responsible for providing comprehensive administrative support across fleet operations, ensuring compliance, efficiency, and cost control. This role plays a crucial part in managing documentation, scheduling, data entry, and coordinating with suppliers and internal stakeholders to maintain seamless fleet operations.

Fleet Administrators work under the guidance of Fleet Managers and assist in managing service bookings, compliance records, telematics, driver documentation, and general fleet-related administrative duties.

• Maintain accurate records of fleet-related expenses, including maintenance, insurance, and operational costs.
• Validate and process invoices related to fleet operations and systems.
• Assist fleet managers in budget tracking and cost-saving initiatives.

• Internal Stakeholders:
  Work closely with fleet managers and operational teams to ensure administrative efficiency.
• Suppliers & Service Providers:
  Liaise with third‑party vendors, garages, and leasing companies for fleet‑related services.
• Drivers & Employees:
  Provide support for driver queries related to fleet processes and compliance.

• Work under the guidance of Fleet Maintenance, Operations, and Risk Managers to ensure seamless fleet administration.
• Assist in onboarding new employees and ensuring awareness of fleet policies and procedures.
• Collaborate with HR, Finance, and Legal teams for compliance, reporting, and policy updates.

• Use fleet management tools for tracking compliance, scheduling, and reporting.
• Identify and implement process improvements for administrative efficiency.
• Ensure data accuracy and integrity across fleet records and databases.

• Administrative Efficiency: Evaluated based on response times, data accuracy, and task completion rates.
• Supplier & Invoice Processing: Timely and accurate processing of fleet‑related invoices and purchase orders.
• Driver Compliance: Adherence to licensing, documentation, and safety requirements.

• Travel to other office locations/sites when required.
• Schedule routine servicing, MOTs, inspections, and preventative maintenance.
• Maintain service histories, mileage logs, warranty info, and maintenance schedules
• Track repair work orders and ensure timely completion.
• Monitor vehicle downtime and arrange temporary replacements if needed.
• Ensure all vehicles meet regulatory requirements (MOT, inspections, safety checks)
• Verify invoices, challenge discrepancies, and process payments.
• Fleet Management Systems (data input)
• Penalty Charge and Fines management
• Purchase order processing for fleet‑related services.
• General fleet administration and documentation.
• Cost recharges and financial tracking related to fleet operations.
• Holiday / sickness cover support within the fleet team.
• Adhoc Fleet Duties when required.
• Fuel Card Admin
• Emails and correspondence handling.
• Phones and communication support.
• Data input and management of data streams

• Strong organisational skills with attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to multitask and prioritise workload effectively.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and fleet management systems.
• Strong problem‑solving abilities and ability to work in a fast‑paced environment.

• Salary of 28K per annum plus benefits including:
• 25 days’ holiday + bank holidays
• Hybrid Working Model
• Pension scheme and life assurance
• Perkbox (discounts, perks & wellbeing offers)
• 1 paid volunteer day
• £2,000 refer‑a‑friend bonus after the referee passes probation
• Opportunities for development and progression across Axis CLC

Joining Axis CLC means being part of a national team delivering essential services across housing, education, healthcare, defence and commercial property. We value insight, quality and evidence‑based decision‑making, and offer roles where your work directly influences business performance and long‑term growth.

Many faces, one Axis CLC. We value diversity and are proud to be an equal‑opportunity employer. If you require any adjustments during the hiring process, please let us know.