Senior Fleet Administrator - Oxford

Salary Range: £38,000 - £44,000 per annum.

Oxford Archaeology is one of the largest independent archaeological practices in Europe. Our size and reputation ensure that we work on the most exciting and varied range of projects and can offer real opportunities for long term employment and career development.

An exciting opportunity to provide advanced administrative support, ensuring compliance across the organisation, and oversee accurate record-keeping and fleet-related processes through the Fleet Management System (FMS), telematics portal, and associated tools.

Please note the role requires occasional short travel to regional offices in Lancaster and Cambridge to meet with and support Fleet Administrators, ensuring alignment of processes and collaboration across locations. Training on Fleet Management Systems and telematics tools will be provided.

• Maintain accurate records for all fleet vehicles (MOT, insurance, service schedules, defect logs, mileage, fuel cards, telematics data, contract hire agreements).
• Monitor expiry dates and schedule bookings for vehicle services, repairs, and MOTs.
• Administer maintenance and replenishment of vehicle safety kits (First Aid, Vehicle Kit, Spill Kit).
• Support incident reporting and insurance claims by collating required documentation.
• Track vehicle hire contract start and end dates.
• Liaise with contract hire providers for vehicle delivery, collection, and off-hire inspections.
• Coordinate with telematics provider for device installation/removal and key fob supply.
• Raise purchase orders, process invoices, and reconcile costs against quotes.
• Manage fuel card issuance/cancellation, PIN distribution, and report lost/stolen cards; code fuel card invoices.

• Maintain driver records and conduct licence checks.
• Prepare induction packs and track policy acknowledgements.
• Schedule driver inductions and training sessions.
• Manage telematics key fob stock, online setup, and distribution to drivers.
• Log fines and recharges for internal processing.
• Arrange delivery and collection of vehicles from service and repair workshops.

• Notify head office of vehicle incidents and support insurance claims by collating documentation.
• Export telematics reports (e.g., speeding alerts, idling) for management review.
• Track and report carbon emissions.

• Act as a point of contact for fleet-related queries; triage Fleet inbox requests.
• Maintain shared Outlook folders and ensure organised record keeping.

Required:

• Strong administrative and organisational skills with attention to detail.
• Proficiency in MS Office (Excel, Word, Outlook).
• Excellent communication skills for liaising with suppliers and internal teams.
• Experience in processing invoices and purchase orders.
• Ability to maintain accurate records and ensure compliance with policies.
• Proven experience in fleet or transport administration at an advanced level.
• Experience using Fleet Management Systems and telematics platforms.
• Knowledge of vehicle compliance requirements (MOT, insurance, servicing).
• Previous experience in a fleet or transport administration role

• Competitive, constantly benchmarked, salary range £38,000 - £44,000 per annum: appointments will be made based on demonstrated ability, previous experience and CIfA membership if appropriate.
• A company pension scheme with 6% employer contributions. Employees with 10 years of employment or in project management roles gaining access to the Local Government Pension Scheme (LGPS), which is one of the few remaining defined benefit schemes in the UK.
• Continued professional development is strongly encouraged through a very supportive approach to further training and education, attendance of and contribution to conferences, and involvement with academic institutions.
• Generous annual leave with starting at 24 days (depending on years of service) including concessionary days at Christmas plus Bank Holidays.
• A generous hybrid working policy is in place, dependant on role, and a considerate approach is taken to flexible and part time working where appropriate to the…