Interim Fleet Administrator

About the role

As an Interim Fleet Administrator, you'll play a key role in managing the day‑to‑day operations of the company's fleet, ensuring smooth and efficient support for the organisation's wider goals.

Key responsibilities

• Maintain accurate fleet, vehicle, and driver records to ensure compliance with company policies and legislation.
• Monitor vehicle compliance requirements such as MOTs, servicing schedules, inspections, licences and other statutory deadlines.
• Produce fleet performance, compliance and management reports using fleet management systems and Microsoft Excel.
• Coordinate vehicle maintenance, repairs, supplier activities and insurance claim processes to minimise disruption.
• Manage driver licence verification processes and escalate compliance concerns.
• Monitor telematics data and vehicle tracking systems to identify operational issues and regulatory breaches.
• Support vehicle procurement, allocation, replacement and disposal across the fleet.
• Develop and maintain fleet databases, registers and records for accurate reporting.
• Review driver performance and compliance information, escalating breaches as needed.
• Raise and process purchase orders for fleet‑related expenditure, ensuring budget adherence.
• Conduct audits of vehicle damage, safety concerns and compliance issues, coordinating corrective actions and insurance claims.
• Respond to written, electronic and telephone enquiries, delivering high‑level customer service.

Required profile

• Proven experience in fleet administration, coordination and compliance management.
• Advanced proficiency in Microsoft Office, especially Excel (formulas, VLOOKUP/XLOOKUP, pivot tables, data analysis).
• Experience maintaining accurate compliance records, databases and management information systems.
• Strong organisational and administrative skills with exceptional attention to detail.
• Ability to handle confidential information in line with data protection requirements.
• Sound knowledge of road traffic legislation, driver compliance and fleet governance practices.
• Track record of delivering excellent customer service and building positive stakeholder relationships.
• Methodical work style, following established procedures and maintaining accurate data.
• Skilled in responding to enquiries via phone, email, written correspondence and face‑to‑face.
• Experience using IT systems and databases to generate reports, analyse data and produce management information.
• Strong verbal and written communication skills.
• Ability to prioritise workloads, manage competing deadlines and maintain high accuracy in a fast‑paced environment.
• Strong analytical and problem‑solving abilities.

Required skills

• Microsoft Excel (advanced)
• Microsoft Office
• Fleet management systems
• Telematics monitoring
• Data analysis
• VLOOKUP/XLOOKUP functions
• Pivot tables

What we offer

• Permanent equivalent salary of £28,244 per year
• Temporary contract providing valuable not‑for‑profit sector experience
• Hybrid working – 3 days in the office, 2 days remote
• Free onsite parking