Fleet Administrative Assistant

Job Summary

The Fleet Administrative Assistant supports the efficient operation of the company’s vehicle fleet by providing administrative, coordination and record-keeping support. This role ensures compliance with regulations, maintains accurate fleet data and assists with reporting and communication between suppliers and internal teams.

Key Responsibilities

• Maintain and update fleet records, including vehicle registrations, insurance, servicing and inspections

• Schedule vehicle maintenance, MOTs and repairs, ensuring minimal downtime

• Monitor and track fleet usage, fuel consumption and mileage logs

• Process invoices, purchase orders and expense reports related to fleet operations

• Assist with compliance requirements, including legal and safety documentation

• Liaise with drivers, suppliers, garages and leasing companies

• Support incident and accident reporting, including documentation and follow-up

• Manage fleet-related databases and administrative systems

• Handle general administrative duties such as filing, correspondence and data entry

Skills and Qualifications

• Previous administrative experience (fleet or logistics experience preferred)

• Strong organizational and time-management skills

• Good attention to detail and accuracy in record-keeping

• Proficiency in Microsoft Office (Excel, Word, Outlook)

• Ability to manage multiple tasks and meet deadlines

• Strong communication and interpersonal skills

• Basic understanding of vehicle maintenance and compliance requirements (desirable)

Key Attributes

• Reliable and proactive

• Problem-solving mindset

• Ability to work independently and as part of a team

• Strong customer service approach when dealing with internal and external stakeholders