Fleet Admin Assistant

Fleet Administrative Assistant

Job Summary

The Fleet Administrative Assistant supports the efficient operation of the company’s vehicle fleet by providing administrative, coordination and record-keeping support. This role ensures compliance with regulations, maintains accurate fleet data and assists with reporting and communication between suppliers and internal teams.

Key Responsibilities

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Maintain and update fleet records, including vehicle registrations, insurance, servicing and inspections

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Schedule vehicle maintenance, MOTs and repairs, ensuring minimal downtime

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Monitor and track fleet usage, fuel consumption and mileage logs

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Process invoices, purchase orders and expense reports related to fleet operations

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Assist with compliance requirements, including legal and safety documentation

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Liaise with drivers, suppliers, garages and leasing companies

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Support incident and accident reporting, including documentation and follow-up

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Manage fleet-related databases and administrative systems

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Handle general administrative duties such as filing, correspondence and data entry

Skills and Qualifications

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Previous administrative experience (fleet or logistics experience preferred)

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Strong organizational and time-management skills

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Good attention to detail and accuracy in record-keeping

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Proficiency in Microsoft Office (Excel, Word, Outlook)

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Ability to manage multiple tasks and meet deadlines

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Strong communication and interpersonal skills

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Basic understanding of vehicle maintenance and compliance requirements (desirable)

Key Attributes

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Reliable and proactive

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Problem-solving mindset

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Ability to work independently and as part of a team

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Strong customer service approach when dealing with internal and external stakeholders