Transport Fleet Administrator

Role: Fleet Administrator Location: Glasgow Head Office Salary: £25,468.38 per annum Contract Type: Permanent Shift Pattern: Monday to Friday core hours between 8am to 5pm. Job Purpose: The Fleet Administrator provides day-to-day administrative and coordination support for the organisation's vehicle fleet, ensuring vehicles are compliant, well-maintained, properly documented, and available for operational use. The role acts as the central point of contact for drivers, suppliers, and internal departments on all fleet-related administrative matters. Key Responsibilities * Maintain accurate and up-to-date fleet records, including vehicle registrations, mileage, servicing history, insurance, and lease/ownership documentation. * Schedule and track vehicle servicing, MOT tests, safety inspections, and repairs, liaising with garages and service providers to minimise vehicle downtime. * Monitor vehicle licensing, tax, and insurance renewal dates, ensuring all compliance deadlines are met. * Process and log driver documentation, including licence checks, driver declarations, and induction paperwork. * Manage the allocation and return of vehicles, keys, fuel cards, and associated equipment. * Log and monitor accidents, incidents, fines (e.g. speeding, congestion charge, parking), and insurance claims, escalating as required. * Maintain fuel and mileage records, and support reporting on fleet costs, utilisation, and performance. * Log vehicle defects and service dates to support compliance. * Raise purchase orders for vehicle repairs, servicing, and parts, and track jobs through to completion and invoice reconciliation. * Act as the first point of contact for drivers, handling day-to-day queries and issues by phone and email. * Liaise with suppliers, leasing companies, garages, and internal stakeholders to resolve day-to-day fleet queries. * Support procurement and disposal processes for vehicles, including preparing paperwork for new vehicle orders and de-fleeting. * Ensure fleet policies and procedures are followed and support internal and external audits of fleet records. * Assist with the production of regular fleet reports, KPIs, and management information for the Fleet Manager. * Provide general administrative support to the fleet/transport team, including filing, data entry, and correspondence. Person Specification Essential: * Previous experience in an administrative role, ideally within a fleet, transport, or logistics environment. * Strong organisational skills with the ability to manage multiple tasks and deadlines. * Good working knowledge of Microsoft Office (Excel, Word, Outlook) or equivalent software. * Excellent written and verbal communication skills. * High level of accuracy and attention to detail, particularly with compliance and record-keeping. * Ability to work independently and as part of a team. Desirable: * Experience using fleet management software, transport management systems (TMS), or vehicle tracking/telematics systems. * Understanding of vehicle compliance requirements (MOT, tax, insurance, driver licensing). * Knowledge of health and safety requirements relating to fleet and driver management. Key Skills & Attributes * Strong administrative and IT skills. * Problem-solving mindset with a proactive approach to resolving issues. * Customer-focused, with the ability to liaise confidently with drivers, suppliers, and colleagues at all levels. * Discreet and reliable when handling confidential or sensitive information. * Adaptable and comfortable working in a fast-paced environment