Job Description

Job Title: Fleet Administrator

Location:

VMU Office, Leeds

Reports to:

Transport Manager

Department:

Transport

Role Purpose

The Fleet Administrator will provide essential administrative support within a busy Vehicle Maintenance Unit (VMU) office. This role ensures accurate recording of vehicle defects, timely updates to fleet management systems, and compliance with regulatory standards. The position is key to maintaining operational efficiency and supporting the transport team.

Key Responsibilities

Defect Management

+ Record and track vehicle defects reported by drivers and technicians.
+ Ensure defects are logged accurately and closed promptly once resolved.

System Administration

+ Update fleet management systems with service schedules, MOT dates, inspections, and repair records.
+ Upload and verify compliance documentation (inspection sheets, repair invoices, certificates).

Compliance & Reporting

+ Prepare reports for compliance audits and internal reviews.
+ Maintain adherence to DVSA standards and company policies.

Communication & Coordination

+ Liaise with workshop staff, drivers, and external suppliers to coordinate repairs and maintenance.
+ Respond to queries regarding vehicle status and defect progress.

General Administration

+ Maintain accurate filing systems (digital and paper) for fleet documentation.
+ Support the VMU Manager / Transport Manager with ad-hoc administrative tasks including raising purchase order numbers.

Skills & Experience Required

Strong administrative and organisational skills. Proficiency in Microsoft Office and fleet management systems. Excellent attention to detail and accuracy. Ability to work in a fast-paced environment and meet deadlines. Good communication skills for dealing with internal teams and external suppliers.

Desirable

Previous experience in transport or fleet administration. Knowledge of vehicle compliance requirements (DVSA, tachograph regulations).

Working Hours

Full-time, Monday to Friday (typical hours: 08:00 - 17:00). Occasional flexibility may be required to support operational needs.

Salary Band

Competitive, based on experience 28,000 per annum

Key Performance Indicators (KPIs)

Accuracy of defect logging and system updates. Timeliness of compliance documentation uploads. Quality and completeness of audit reports. * Responsiveness to internal and external queries.