Job Description

DEFLEET ASSISTANT

Location

: Chesterfield Head Office

Looking for a role where detail matters and your work makes a difference every day?

We're hiring a Defleet Assistant to join our growing operations team at United Rental Group. This is a fantastic opportunity for someone who thrives in a structured, fast-paced environment and enjoys staying organised, solving problems, and keeping things moving behind the scenes.

If you're someone who takes pride in being the person others can count on -- with a passion for admin, a strong sense of responsibility, and a team-focused attitude -- this could be the ideal next step in your career.

About Us

With over three decades of experience, United Rental Group (URG) is the proud operator of United Rental System -- the UK's largest licensee network, supporting over 600 independent vehicle hire companies across 750+ locations nationwide.

We're more than just a fleet business. We're a people-driven company where collaboration, accuracy, and proactive thinking are celebrated. You'll be joining a supportive, hard-working team that genuinely enjoys what they do -- and takes pride in doing it well.

What You'll Be Doing

As a Defleet Assistant, you'll be part of a close-knit team of nine, responsible for managing key vehicle defleet processes. From handling documentation and compliance checks to managing inboxes and supporting invoicing, you'll play a critical role in keeping our vehicle operations compliant, efficient, and well-documented.

No two days are exactly the same -- so if you like structure but enjoy variety, this is a great fit.

Your Key Responsibilities

V5 and DVLA Administration

- Process V5 documentation (distribution, scanning, record-keeping) and handle DVLA acknowledgements to ensure legal and procedural accuracy.

RFL and Tax Processing

- Prepare and record Road Fund Licence (RFL) cheques and V11 documents for monthly vehicle tax renewals.

Vehicle Status and Valuation

Updates

- Manage booked vehicle lines, maintain accurate CAP valuations, and ensure timely system updates.

Communication and Inbox Management

- Monitor shared inboxes, respond to or escalate queries, and professionally handle incoming calls.

Postal and Administrative Support

- Compile and distribute incoming and outgoing post and assist with wider defleet admin tasks as needed.

Overdue Process Assistance

- Support and follow up on overdue vehicle calls and outstanding actions to ensure resolution.

Option to Purchase (O2P) and Invoicing

- Handle and escalate O2P notifications, chase invoice instructions, and complete and issue accurate vehicle-related invoices.

What We're Looking For

We want someone who's highly organised, positive, and reliable -- someone who doesn't just tick tasks off a list but genuinely takes pride in getting them right.

You'll need to be:

Experienced in admin or office support roles (automotive or fleet sector a bonus) Skilled in Microsoft Office (especially Outlook, Word, and Excel) A strong verbal and written communicator Focused and detail-orientated, with excellent time management Able to prioritise workload independently while working collaboratively Proactive, personable, and keen to contribute to a team-focused environment Calm under pressure and committed to learning and improving

What You'll Get in Return

Competitive salary based on experience Private Medical Insurance with AXA PPP Flexible working: option to work from home two days per month after probation Free on-site parking for easy commuting On-site gym to support wellbeing Company Car Scheme (after 12 months of service) Clear development pathway with ongoing support Regular team socials and celebrations

Working Hours

This is a 34-hour per week role, split across five working days:

Monday to Wednesday: 09:00-15:30 (including 30-minute lunch break) Thursday and Friday: 08:30-17:30 (including 1-hour lunch break)
Some flexibility may be required to meet operational needs, but we also support balance and fairness across the team.

Closing date

: 31st July 2025

Job Types: Part-time, Permanent

Pay: From 22,950.00 per year

Expected hours: 34 per week

Benefits:

Company car Company events Company pension Cycle to work scheme Free fitness classes Free flu jabs Free parking On-site gym On-site parking Private dental insurance Private medical insurance Sick pay
Experience:

Administrative: 1 year (preferred)
Work Location: In person

Application deadline: 31/07/2025
Reference ID: Defleet
Expected start date: 08/09/2025