Job Title: Technical Operations and Fleet Administrator
Objective of the role
To provide efficient and pro-active administrative support to both the Technical and Fleet Operations Departments.
The role is split between administrative support for Technical Operations (including Roadside Technicians and the agent Network) and the Technician / Company car fleets
35 Hours per week Monday to Friday. Due to the nature of this position hours will vary in line with business needs.
" To ensure all holiday records are completed for the technicians.
" To assist in the processing of payroll forms for technicians.
" To collate Operators insurance documents from agent network partners.
" To order and monitor supply of ancillary equipment for technicians
" To raise purchase orders as appropriate for the needs of the department.
" To deal with telephone enquiries from technicians, dealers, agents, suppliers and Allianz Partners staff.
" To carry out any other duties as requested by the Technical Operations Supervisor or Management Team.
" To make hotel reservations as required for Technical personnel.
" To deliver and disseminate all technical literature to recipients identified and authorised by the company.
" To produce and distribute statistical and written reports as instructed in a timely and efficient manner in accordance with company requirements.
To assist the Fleet controller with day to day running of the company and technican vehicle fleets:-
" Maintain and update the Company's Fleet Management Database ensuring that records are accurate and up to date from acquisition through to disposal.
" Maintain toll, congestion and LEZ accounts
" Administer Penalty Charge Notices and speeding fines
" Deal with all "fleet" enquiries including from the Vehicle and Operator Services Agency (VOSA), the Police and Technicians.
" Purchase Vehicle Excise Duty licences (VED) as necessary throughout the year.
" Maintain general fleet filing, both electronic and hard copies, up to date including V5 forms, MOT certificates, penalty notices, etc.
" Produce service and MOT reminders for all drivers.
" Action administration in relation to driver accidents for road traffic accidents and incidents.
" Organise necessary repairs for vehicles and instructing local repairs in line with the various brand requirements.
" Provide order numbers for all maintenance and servicing repairs. Also, accident repairs invoices once approved by Fleet Controller.
" Organise hire car cover as and when required.
" Process payroll deductions for all drivers applicable under the 'Fair Wear & Tear' Guide.
" Maintain and update driver licence records including the processing of driving licence mandates for DVLA inspection & liaising with the Fleet Solution provider and drivers in regard to driver licence errors, penalty points, disqualifications and expiries.
" Process "Permission to take vehicles abroad" letters for drivers.
" Provide "Proof of Insurance" letters for drivers of Company vehicles seeking their own insurance on non-Company vehicles.
" Control and monitor all vehicles currently in storage and provide weekly updates to the Management team.
" Order/cancel fuel cards as required.
" Maintain and comply with MID insurance database requirements.
" Carry out occasional vehicle appraisals for Technician fleet, ensuring vehicles are returned within Fair Wear and Tear standards
" Good standard of general education.
" GCSE or equivalent English and Mathematics
" Proven track record of providing administrative support in a busy environment
" Good proven Word and Excel experience
" Excellent telephone manner
" Good report / letter writing skills
" Fast, accurate typing skills
" Excellent organisational ability