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Vehicle Administrator

Job Description

Company Overview: Join a dynamic team in the Automotive Sector, dedicated to delivering exceptional service and solutions to their customers. As they continue to expand, they are seeking an Administration and Customer Support Specialist to play a pivotal role in supporting our operations.

Primary Purpose of the Job: Reporting to the Damage & Recharge Controller, the primary purpose of this role is to provide comprehensive administrative support related to in-life customer maintenance recharges. This includes end-of-hire condition reporting, managing customer damage packs for recharge, liaising with customers to obtain maintenance authorisations, and creating customer invoices. The role holder will also be responsible for building effective customer and supplier relationships to ensure adherence to SLAs, with the aim of minimising vehicle downtime. Additionally, they will act as an arbitrator in vehicle damage assessment.

Main Responsibilities:

  • Liaise with SMR (Service, Maintenance and Repairs) providers and breakdown repairers to monitor vehicle downtime and coordinate replacement vehicles.
  • Provide day-to-day support for all SMR enquiries from customers and the Rent-a-Car team.
  • Administer scheduled legislative maintenance of specialist vehicle fleet, ensuring compliance with regulations.
  • Maintain relationships with customers, insurers, and body repairers to minimise fleet downtime.
  • Assess vehicle damages, ensuring supplier compliance and escalating issues as necessary.
  • Make recommendations for cost optimisation based on trends in recharges and repairs.
  • Manage vehicle recharges and ensure recovery of repair costs from charging locations and corporate customers.
  • Stay updated on environmental, legal, economic, and political developments impacting the fleet and rental business.

Principal Contacts/Working Relationships:

  • Maintenance Support Executive
  • Damage & Recharge Controller
  • Technical Fleet Manager
  • Fleet Maintenance Team
  • External Suppliers
  • Stock & Supply Team

Decision Making Scope:

  • Apportion cost between the client and locations/customers for vehicle recharges.
  • Resolve location, customer, and supplier issues.
  • Prioritise tasks and escalate issues as needed.

Key Challenges:

  • Monitor supplier standards across various fleet-related areas.
  • Navigate challenging conversations with suppliers and customers.
  • Stay informed about industry best practices.
  • Adapt to evolving business procedures.

Education, Training, and Experience:

  • Essential: At least 12 months Rental experience within the automotive industry, fleet management experience.
  • Desirable: Good vehicle brand knowledge, proven experience in influencing key stakeholders.

Skills & Personal Characteristics Required:

  • Confident and articulate communicator.
  • Ability to build positive working relationships.
  • Strong organisation and planning skills.
  • Excellent interpersonal, influencing, and negotiation skills.
  • Commercial awareness.
  • High level of motivation and commitment.
  • Ability to work independently.
  • Credibility with locations.
  • Proficiency in MS Word and Excel.

If you are ready to join a dynamic team and contribute to our clients success in the Automotive Sector, apply now for the Administration and Customer Support Specialist position. Be part of our journey towards excellence!

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