Fleet Administrator

Optimise by Recruitment are delighted to work alongside a leading vehicle rental network dedicated to providing exceptional service and support to its partners across the UK.

As a Defleet Service Specialist, you will play a pivotal role in ensuring the seamless transition of vehicles through their lifecycle, from return and refurbishment to final disposition.

This administrative role requires meticulous attention to detail, excellent communication, and a proactive approach to managing service documents and queries. Joining a dedicated team of professionals, you will directly contribute to maintaining operational excellence and customer satisfaction within our thriving Defleet Department.

Key Responsibilities

Vehicle Management

• Log vehicle defleets and service intervals to ensure accurate records.
• Oversee the return, inspection, and collection process
• Ensure vehicles are marked "ready to collect" post-refurbishment or disposal.
• Handle logistics for repossessed vehicles and vehicles awaiting allocation or re-rent status.
• Documentation and Invoicing
• Manage service records, ensuring all vehicle maintenance documentation is complete and accurate.
• Raise invoices for refurbishment, penalty charges, contract hire recharges, and auction/disposal activities.
• Process purchase invoices.
• Maintain tax compliance by managing monthly vehicle taxation.

Customer and Dealer Engagement

• Build strong relationships with customers and colleagues to deliver excellent service.
• Address and resolve disputes, including credit issuance when necessary.
• Manage dealer complaints and ensure resolution in a timely manner.

Operational Support

• Approve vehicles for refurbishment and ensure timely completion.
• Track overdue vehicles and ensure adherence to timelines.
• Administer contract or hire extensions when needed.
• Support the defleet process by preparing monthly reports on fleet performance and service compliance.
• Insurance and Legal Compliance
• Handle insurance claims, including settlement figure determination and invoice generation.
• Process VE103b forms and ensure proper handling of V5 vehicle documentation.

What We’re Looking For

• Previous roles in vehicle leasing, rental, or dealership environments.
• Familiarity with warranties or service administration.
• Exceptional organisational and multitasking abilities.
• Strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel).
• Positive attitude with the ability to work well under pressure.

What We Offer

• Competitive salary.
• Private Medical Insurance
• Company car scheme (after 12 months).
• On-site gym and free parking.
• Regular team events and celebrations.