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Transport Fleet Administrator

Job Posted: 19 days ago

Salary: £ 25,468 - 25,468 / Annum
Job Type: Permanent
Location: Glasgow, Glasgow City

Expire in: 8 days

Job Description

Role: Fleet Administrator
Location: Glasgow Head Office
Salary: £25,468.38 per annum
Contract Type: Permanent
Shift Pattern: Monday to Friday core hours between 8am to 5pm.
Job Purpose:
The Fleet Administrator provides day-to-day administrative and coordination support for the organisation's vehicle fleet, ensuring vehicles are compliant, well-maintained, properly documented, and available for operational use. The role acts as the central point of contact for drivers, suppliers, and internal departments on all fleet-related administrative matters.
Key Responsibilities
  * Maintain accurate and up-to-date fleet records, including vehicle registrations, mileage, servicing history, insurance, and lease/ownership documentation.
  * Schedule and track vehicle servicing, MOT tests, safety inspections, and repairs, liaising with garages and service providers to minimise vehicle downtime.
  * Monitor vehicle licensing, tax, and insurance renewal dates, ensuring all compliance deadlines are met.
  * Process and log driver documentation, including licence checks, driver declarations, and induction paperwork.
  * Manage the allocation and return of vehicles, keys, fuel cards, and associated equipment.
  * Log and monitor accidents, incidents, fines (e.g. speeding, congestion charge, parking), and insurance claims, escalating as required.
  * Maintain fuel and mileage records, and support reporting on fleet costs, utilisation, and performance.
  * Log vehicle defects and service dates to support compliance.
  * Raise purchase orders for vehicle repairs, servicing, and parts, and track jobs through to completion and invoice reconciliation.
  * Act as the first point of contact for drivers, handling day-to-day queries and issues by phone and email.
  * Liaise with suppliers, leasing companies, garages, and internal stakeholders to resolve day-to-day fleet queries.
  * Support procurement and disposal processes for vehicles, including preparing paperwork for new vehicle orders and de-fleeting.
  * Ensure fleet policies and procedures are followed and support internal and external audits of fleet records.
  * Assist with the production of regular fleet reports, KPIs, and management information for the Fleet Manager.
  * Provide general administrative support to the fleet/transport team, including filing, data entry, and correspondence.
Person Specification
Essential:
  * Previous experience in an administrative role, ideally within a fleet, transport, or logistics environment.
  * Strong organisational skills with the ability to manage multiple tasks and deadlines.
  * Good working knowledge of Microsoft Office (Excel, Word, Outlook) or equivalent software.
  * Excellent written and verbal communication skills.
  * High level of accuracy and attention to detail, particularly with compliance and record-keeping.
  * Ability to work independently and as part of a team.
Desirable:
  * Experience using fleet management software, transport management systems (TMS), or vehicle tracking/telematics systems.
  * Understanding of vehicle compliance requirements (MOT, tax, insurance, driver licensing).
  * Knowledge of health and safety requirements relating to fleet and driver management.
Key Skills & Attributes
  * Strong administrative and IT skills.
  * Problem-solving mindset with a proactive approach to resolving issues.
  * Customer-focused, with the ability to liaise confidently with drivers, suppliers, and colleagues at all levels.
  * Discreet and reliable when handling confidential or sensitive information.
  * Adaptable and comfortable working in a fast-paced environment

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