Fleet Administrator

Fleet Administrator

Bristol Depot - Cabot Park, Industrial Estate, Avonmouth, Bristol, BS11 0YW

Monday to Friday | 8:00am - 4:00pm

We are looking for an organised and proactive Fleet Administrator to join our Bristol Depot team. This is a key role supporting the day-to-day operation of our fleet, ensuring vehicle compliance, maintenance planning, and administration activities are completed accurately and on time.

This opportunity would suit someone with previous experience working within a transport, fleet or logistics office environment who understands the demands of a fast-paced operation. You'll be confident using IT systems, highly competent in Microsoft Excel , and able to remain calm and professional when working under pressure.

Benefits

• Competitive salary
• Up to 3% bonus
• 2x Life Assurance
• 25 days holiday (inclusive of bank holidays)
• Access to Perk box, offering discounts on holidays, shopping, lifestyle benefits and much more
• Option to buy and sell annual leave.
• Career development and progression opportunities
• Access to a range of learning and development programmes

What You'll Be Doing

• Maintaining fleet compliance records and ensuring inspection schedules are up to date.
• Updating outstanding inspection trackers and attending daily compliance calls.
• Producing and maintaining depot reporting, including daily reporting.
• Scanning, uploading and filing inspection, maintenance and compliance documentation.
• Managing vehicle and trailer service schedules in line with Operator Licence requirements.
• Planning and booking MOTs, LOLER inspections, F-Gas testing and other statutory checks.
• Updating digital maintenance planners and ensuring all fleet records remain accurate.
• Chasing outstanding compliance paperwork from third-party providers.
• Raising purchase orders, recording costs accurately and ensuring correct cost centre allocation.
• Supporting invoice approval processes through SAP.
• Managing defect records and supporting fleet maintenance activities.
• Arranging repairs with external suppliers and coordinating breakdown responses during working hours.
• Maintaining waste management records and ensuring environmental compliance is met.
• Liaising closely with Transport, Garage and Operations teams to support fleet availability.
• Supporting Health & Safety activities, including safety sweeps and monthly meetings.
• Ensuring all legal, compliance, environmental and health & safety obligations are adhered to at all times.

What We're Looking For

• Previous experience within a transport, fleet, logistics or workshop administration environment .
• Strong IT skills, including a good working knowledge of Microsoft Excel .
• Experience of handling compliance documentation and maintaining accurate records.
• Excellent communication skills with the ability to build strong working relationships.
• Highly organised with strong attention to detail.
• Able to prioritise workloads and meet deadlines in a busy operational environment.
• Comfortable working independently and taking ownership of tasks.
• Calm, resilient and able to perform effectively under pressure.
• Experience of SAP or similar systems would be advantageous, although not essential.