Transport Fleet Administrator
18 days ago
Glasgow
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