Job Description

Vehicle Sales Administrator

Huntingdon, Permanent

About Fleet Assist

Fleet Assist's Vehicle Supply and Funding Department provides tailored vehicle supply and funding solutions to a range of clients, including independent daily rental and small lease companies, as well as garages and body shops requiring courtesy vehicles. We offer a comprehensive selection of cars and commercial vehicles from 34 different manufacturers.

Our growing fleet currently comprises approximately 1,100 vehicles, with ambitious plans to reach 2,000 vehicles by the end of 2026. Our service offering includes Rent Return and Rent to Buy contracts, and our customers also benefit from our competitive procurement terms by purchasing vehicles through our Outright purchase program.

The Role

The Vehicle Supply & Funding Administrator plays a vital role in supporting the full 360 vehicle supply and funding cycle. This includes coordinating the ordering, funding, delivery, in-life management, and eventual defleet or sale of vehicles. The role is also responsible for the processing of any fines or penalty charge notices (PCNs) incurred during the vehicle's contract, which can range from 6 to 36 months.

As a key point of contact, the administrator will liaise with OEMs, dealer groups, funders, inspection companies, remarketing partners, and customers, ensuring seamless delivery and support throughout the sales and fleet lifecycle.

You will work closely with the Rental Administration Manager and maintain regular contact with our field-based Business Development Managers and Account managers to coordinate the onboarding of new accounts through to orders and deliveries. You'll also liaise with manufacturers, dealerships, funders, and service partners to ensure a smooth and efficient supply chain.

Occasionally, you may be asked to support or collaborate with other departments as part of a flexible and cooperative team culture.

Key Responsibilities

Process and monitor vehicle orders with manufacturers and dealer groups Coordinate delivery logistics and communicate updates to customers Create hire agreements, ensuring timely customer sign-off Maintain accurate internal records and documentation throughout the vehicle lifecycle Manage contracts including Rent Return, Rent to Buy, and outright purchases Handle fines and PCNs for vehicles in contract Organise defleet/off-hire processes, including vehicle collection and damage reviews Recharge customers for damage where applicable Log and prepare supplier invoices for management approval Support the Business Development Team with quotes, order coordination, and customer requirements Maintain regular communication with OEMs, dealerships, funders, and other partners Open, scan, and distribute incoming post Identify and suggest improvements to existing processes for greater efficiency

Skills & Experience Required

Previous administration experience (automotive or fleet sector preferred) Strong organisational skills and attention to detail Confident communicator, both written and verbal Ability to manage multiple tasks and deadlines Proficiency in all aspects of Microsoft Office A proactive approach and willingness to learn Understanding of rental company operations and the acquisition/hire of vehicles through discount terms Knowledge of different vehicle types, drivetrains, classes, and commercial vehicle (LCV) options is beneficial Prior experience in the rental, automotive, or fleet industry is helpful, though full training will be provided
Technical Competencies & Skills

Strong attention to detail and high levels of accuracy

Competence with Microsoft Excel, Outlook, and general IT systems Polite, confident, and professional phone manner Excellent communication and interpersonal skills Ability to manage workload effectively and prioritise tasks Commercial awareness and customer-focused mindset Confident in liaising with suppliers and representing the business in meetings Proactive attitude with the resilience to handle pressure and changing demands Able to identify process improvements and contribute to ongoing development

Why Join Fleet Assist

Be part of a growing and ambitious business with a supportive team culture Gain exposure to a variety of manufacturers, funders, and industry stakeholders Learn a full 360 view of the vehicle supply and funding cycle Enjoy opportunities for training, personal development, and career progression Work in a fast-paced environment where your input can make a real difference

Perks and Benefits

Competitive Salary Option to increase annual leave through an annual leave purchase scheme Long Service Annual Leave Private healthcare, gym discounts, and more Death in Service Insurance Training and development opportunities Flu Jabs

Join Us:

Fleet Assist is dedicated to promoting equal opportunities, diversity, and inclusion. We believe in creating a workplace where everyone feels valued and supported.

Ready to make a difference? Apply now and be part of a team that's shaping the future of the automotive industry!

Job Types: Full-time, Permanent

Benefits:

Additional leave Casual dress Company events Company pension Free flu jabs Free parking Health & wellbeing programme Life insurance On-site parking Private medical insurance
Schedule:

Monday to Friday No weekends
Licence/Certification:

Driving Licence (required)
Location:

Huntingdon PE29 6XU (required)
Work Location: In person

Reference ID: 133