Fleet​/Admin Co-ordinator

Supporting the Field Operations Support Manager with overseeing the efficient operation, maintenance, and coordination of our commercial fleet of vehicles, including trucks, vans and forklifts. The role includes coordinating fleet maintenance schedules, optimising fuel efficiency, ensuring compliance within all legal requirements, and ensuring the safety of both vehicles and drivers. As our Fleet Co-ordinator you will play a critical role in cost control, maximising fleet availability, and improving operational efficiency.

Work with managers to ensure all vehicles are maintained and available in line with availability targets. Create a new vehicle replacement programme and manage lease periods in line with budget. Monitor vehicle utilisation and performance, making adjustments to reduce operational costs and improve efficiency.

Work with Managers and our Culligan HRHub team to ensure driving licences are held, updated and support completion of any relevant checks for all drivers.

Manage a vehicle maintenance programme, ensuring all vehicles adhere to the program for vehicles to remain compliant at all times. Close management of unplanned maintenance, increasing fleet availability wherever possible working with approved vendors and service providers. Maintain vehicle records (mileages, booking in services, ensuring tax is up to date). Systematic regular inspection of vehicles to check for damage inside and out (unreported) and recommending courses of action to remedy where applicable.

Coordinating accident claims and repair. Liaising with internal stakeholders as appropriate as well as third parties if applicable.

Monitor & inform the Operational Management team regarding safe driving style (e.g. harsh braking, speeding), fuel consumption & location. Complete fleet induction sessions with new team members to ensure they are trained and compliant with all legal requirements and company policies. Manage offboarding of company vehicles, ensuring relevant teams are notified of any damage to returned vehicles.

Support the Field Operations Support Manager, VP of Operations and Finance Director by providing data to support the management of the fleet in line with budget, including vehicles on contract, temporary vehicle spends, fuel & mpg, vehicle downtime & accident/end of life repair costs. Support the management of vehicles for de-fleet.

Support the use of vehicle telematics to ensure the efficient use and safety of vehicles. Supporting any system changes to keep aligned with current technology. Ensuring system reports are generated and distributed to relevant teams to enable understanding of vehicle and driver safety issues. Support a new project to roll out updated trackers for all vehicles with improved functionality (capable of having an ‘off’ function during personal time in accordance with GDPR regulations).

Maintain records for all vehicles, including purchase documentation, maintenance logs, and accident reports. Provide reports in line with required frequency on fleet performance, costs, and safety stats. Ensure accurate tracking of fuel usage, vehicle maintenance, and any incidents or accidents.

Processing any parking notices and fines and engaging with team members to ensure they are informed. Working closely with the Culligan HRHub team, providing a monthly report detailing any payroll amendments.

Please note this is a hands on role, based onsite at our business location in Woking.

• Previous experience in a similar position, along with a solid understanding of vehicle maintenance and operations.
• A valid UK Driving License and hands-on experience driving various types of vehicles.
• Strong organisational skills, keen attention to detail, and excellent communication abilities.
• Knowledge of vehicle maintenance, safety regulations and compliance standards (desirable)
• Familiarity with fleet management software and data analysis tools.
• Proficiency with Microsoft Office
• Strong attention to detail and accuracy in record keeping
• Enjoys tackling challenges and discovering fresh approaches to enhance work processes.

• Competitive salary and performance-based incentives
• Free onsite parking
• Pension Scheme
• Ongoing opportunities for career growth and development.
• Comprehensive training and career progression
• Wellbeing programs and EAP
• Access to ongoing learning and development through our online learning platform