Fleet Administrator

Job Title: Fleet Administrator

Location: Bracknell Head Office ( minimum 3 days in office)
Contract: Full Time, Permanent (37.5 hours per week)

Role Overview:

The Fleet Administrator is responsible for providing administrative, compliance, and coordination support to the fleet function which includes our UK Car and Van business. The role ensures that company vehicles and drivers are managed efficiently, safely, and in line with legal, regulatory, and company requirements. This includes maintaining accurate records, coordinating servicing and repairs, supporting driver compliance, and assisting with cost control and reporting.

What You’ll Be Doing:

In-Fleeting:

• Coordinate the onboarding of new vehicles from order to delivery into the fleet using core systems (e.g. 3FS) and working with the OEM’s and PDI sites.
• Liaise with Procurement, Finance, and Operations to resolve discrepancies.
• Ensure vehicles are correctly available for operational use with minimal delay and in line with the fleet Plan.

De-Fleeting & Buyback:

• Manage the de-fleet process for vehicles exiting the fleet in line with the Fleet Plan. Working closely with 3rd party suppliers and key stakeholders in the business to ensure vehicles are removed accurately and tracked.

Fleet Administration, Governance & System management:

• Maintain accurate and up-to-date fleet records across multiple systems.to include 3FS and Wizard. Provide fleet data and administrative support to internal stakeholders. Ensure adherence to fleet processes, controls, and governance standards with regards to taxation and Insurance. Support continuous improvement of fleet administration processes

Report Production:

• Produces various Key reports to analyse key Infleet & defleet information to ensure we are tracking our performance against monthly targets

Supplier & Relationship Management:

• Reviews Infleet & Defleet performance, builds and maintains effective relationships with OEM suppliers and PDI sites.

Invoicing:

• Creates and coordinates the supplier invoicing procedure in collaboration with the business service centre so as to control cash flow

Process Improvements:

• Works with both internal and external teams to identify process improvements, devise and implement automation of processes, so as to maximise efficiencies and utilisation of resources

What You’ll Bring:

• Strong administrative and organizational skills with high attention to detail.
• Previous experience in an administrative role; fleet, logistics, or transport experience desirable.
• Ability to manage multiple tasks and deadlines effectively.
• Confidence working with data, spreadsheets, and fleet management systems.
• Problem-solving mindset with a proactive approach.
• Basic understanding of vehicle compliance, maintenance, and fleet operations (or willingness to learn).
• Experience liaising with suppliers, drivers, and internal stakeholders.

What We Can Offer:

• Generous Leave: 25 days holiday, plus bank holidays. Rising with length of service.
• Employee Assistance Programme (EAP): Provided by Health Assured – 24/7 support for your mental health and wellbeing.
• Employee Discounts: Discounts on car rental across Avis Budget Group (including Zipcar).
• Pension Contribution: Company pension plan to help secure your future.
• Friends and Family Discount: Special rates for your loved ones.
• Onsite Amenities: Bracknell HQ offers free parking and access to a small

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