Fleet Administrator

Fleet Administrator

The Role:

The Fleet Administrator will support the Fleet Coordinator and Fleet Supervisor in the daily management of the fleet operation. This encompasses a range of responsibilities, which includes overseeing the shared fleet mailbox, facilitating enquiries, transfers, and off-hire requests, as well as managing the processing of charges in our invoicing system.

Key Responsibilities:

Maintain accurate fleet records within the hire system, including vehicle allocations, driver transfers, off-hires, insurance details and maintenance history.
Request hire vehicles and coordinate deliveries and collections with suppliers, drivers and regional contacts.
Support new starters and vehicle changes, ensuring driver records, paperwork, fuel cards and charge cards are in place.
Administer the online driver licence system, processing checks, maintaining records and escalating outstanding checks or licence concerns.
Administrate driver e-risk assessments, online inductions and assigned training, monitoring completion and following up on overdue actions.
Maintain driver and vehicle records across the telematics systems, prepare monthly regional reports and escalate issues requiring attention.
Monitor the Daily Defect app, follow up on missing checks and outstanding defects, and liaise with drivers, regional teams and maintenance providers.
Process vehicle damage notifications, raise workshop jobs and administer driver recharges where applicable, in line with company policy.
Maintain the Motor Insurance Database (MID), ensuring vehicles are added and removed within the required timescales.
Maintain Dartford Crossing and Transport for London accounts, ensuring vehicle details and charges are accurate.
Process driving and parking penalty notices, maintain records and follow up on outstanding actions through to closure.
Order, issue and cancel fuel and charge cards, maintain the card register and prepare monthly commercial van fuel expenditure reports.
Complete daily system reconciliations, checking vehicle, driver, hire and account records across fleet systems and resolving discrepancies.
Check and process supplier invoices against agreed rates, hire periods and authorised work, following up on queries and outstanding credits.
Respond to day-to-day fleet enquiries from drivers, regional teams and suppliers, escalating issues where required.
Provide administrative support to the Fleet Manager on projects and fleet improvement initiatives.

Key measures & targets:

Accurate and timely processing of hires, invoices and fleet administration.
Daily reconciliations completed, with discrepancies resolved promptly.
Fleet systems and registers maintained accurately and kept up to date.
Compliance actions and monthly reports completed within agreed deadlines.

Key relationships:

Fleet Manager
Fleet Supervisor
Fleet Coordinator
Suppliers

Person Specification:

The successful candidate is likely to meet all of the following criteria:

Essential

Knowledge of Microsoft Office Excel
Good administrative and organisational skills
Able to complete tasks and meet deadlines

Desirable

Experience of working in a Hire, Transport or Fleet management team
Product knowledge would be beneficial
Commercial understanding

About BCS Group:

BCS Group, a subsidiary of Barhale Holdings Plc, is a privately owned company. We are a leading supplier of safety and construction products based in the Midlands. We pride ourselves on providing a first-class service to all our customers, ensuring the right product or solution is delivered to the right location on time. With over 5,000 items within our core range, BCS Group can fulfil any order and ensure it is delivered directly via our dedicated transport fleet or those of our partners.

Manufacturing:
Our capabilities include standard and bespoke signage, labels, temporary and permanent road traffic signs and bespoke steel fabrication/installation which includes footbridges, walkways, flooring, guardrails, ladders and tunnelling products.

Extensive Stock Range:
Distributor of leading industry brands in PPE & clothing, traffic management, safety & lifting and site equipment products. These include Bollé, Pulsar, Globus, Rock Fall, Progarm, Portwest, Melba Swintex, Oxford Plastics, JSP, Nissen, Carters, Orafol, Crowcon, Radiodetection, Dräger, Ridgegear, and Plant Nappy.

Safety Equipment Servicing:
Specialist safety & lifting repair, calibration and inspection since 1999. We have our own purpose-built maintenance and calibration facility for gas…