Fleet Administrator

Fleet Administrator – London Gateway – Up to £35,000

Our client, a growing transport and logistics business, is looking for a Fleet Administrator to provide critical administrative support to their fleet function. This role ensures fleet maintenance, compliance activity, and associated records are planned, tracked, and maintained accurately, supporting smooth operations and audit-ready documentation.

Job Type: Full-time

Hours: Monday to Friday, 08:30 – 17:30

Salary: Up to £35,000 per annum

Job Purpose

The Fleet Administrator will maintain core fleet trackers, coordinate bookings and documentation, support defect administration, and ensure key fleet information is up to date. The role is essential in minimising vehicle downtime and ensuring compliance with audit and operational standards.

Key Responsibilities

• Update maintenance spreadsheets and trackers to ensure accurate, current data
• Maintain truck VOR spreadsheets and provide clear status/notes for vehicles off the road
• Keep vehicle wall planners updated with upcoming MOTs, services, calibrations, and repairs
• Complete the daily trailer list and ensure it is distributed as required
• Ensure all bookings/appointments (repairs, inspections, services) are completed and paperwork filed
• Book trailer MOT appointments and ensure services are completed on schedule, retaining evidence
• File truck and trailer paperwork in line with fleet document control standards
• Ensure daily defect checks are completed and chased if missing; maintain records
• Monitor defects reported on services/rebookings and ensure follow-up actions are scheduled and documented
• Complete defects administration: logging, updating trackers, progressing actions, and closing when complete
• Perform tacho analysis and associated administration, escalating issues according to process
• Raise purchase orders in line with internal controls and ensure supporting information is complete
• Process invoices accurately and within required timeframes, resolving basic queries with suppliers/finance
• Process vehicle tax each month and maintain proof/records

Skills & Experience

• Administration experience in a busy operational environment (transport/logistics)
• Experience maintaining spreadsheets/trackers and managing high-volume documentation/filing
• Understanding of the importance of compliance records and audit-ready document control
• Fleet maintenance/compliance administration exposure (HGV/trailer environment)
• Experience with invoice processing and purchase order processes
• Awareness of fleet planned maintenance, defect processes, and basic transport compliance requirements
• Familiarity with tachograph processes/reporting (analysis and escalation)

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WR is acting as an Employment Agency in relation to this vacancy.