We are seeking an experienced Fleet Manager to take responsibility for the effective management, administration, compliance and day-to-day operation of the company’s vehicle fleet.
The successful candidate will ideally have previous experience managing a company car or passenger vehicle fleet, with responsibility for vehicle administration, leasing, servicing, maintenance, insurance, driver compliance and fleet costs.
This is a hands-on role requiring excellent organisational skills, attention to detail and the ability to manage relationships with employees, vehicle suppliers, leasing companies, garages, insurers and other external providers.
Key Responsibilities
Fleet Management
- Manage the day-to-day operation and administration of the company vehicle fleet.
- Maintain an accurate and up-to-date fleet and vehicle asset register.
- Manage the leasing and replacement of vehicles in line with company requirements and policies.
- Monitor vehicle mileage, condition, servicing requirements and associated costs.
- Coordinate vehicle servicing, repairs, MOTs, tyres and routine maintenance.
- Liaise with leasing companies, dealerships, garages and other vehicle suppliers.
- Arrange vehicle hire and alternative transport where required.
- Manage the return, disposal and replacement of vehicles at the end of their lease or useful life.
- Manage vehicle keys and associated documentation.
Driver & Vehicle Administration
- Maintain accurate records for all company vehicle users.
- Ensure appropriate driving licence checks are carried out on employees using company vehicles.
- Monitor licence validity and ensure any relevant changes are recorded.
- Ensure drivers are aware of company vehicle policies and their responsibilities.
- Deal with vehicle-related queries from employees and provide appropriate support.
- Monitor vehicle condition and ensure employees report defects or maintenance requirements promptly.
- Arrange vehicle inspections and follow up on any issues identified.
Insurance, Accidents & Claims
- Manage vehicle insurance administration and maintain accurate insurance records.
- Deal with vehicle accidents, incidents and insurance claims.
- Liaise with employees, third parties, insurers, brokers, repairers and other relevant parties.
- Maintain accurate records of incidents and claims.
- Monitor outstanding claims and ensure they are progressed through to resolution.
Fleet Costs & Compliance
- Monitor fleet expenditure, including leasing, servicing, repairs, insurance, fuel and other associated costs.
- Monitor vehicle mileage and fuel consumption.
- Process and manage parking fines, penalty notices and other vehicle-related charges.
- Ensure vehicles are correctly registered for relevant road charging schemes where applicable.
- Ensure all vehicles have the appropriate documentation and remain compliant with legal requirements.
- Regularly review fleet processes and identify opportunities to improve efficiency and reduce costs.
Experience & Skills Required
The successful candidate will ideally have:
- Previous experience in a Fleet Management or Fleet Administration role.
- Experience managing a company car, passenger vehicle or mixed vehicle fleet.
- Experience of vehicle leasing and replacement programmes.
- Good knowledge of vehicle servicing, maintenance, MOTs and general vehicle requirements.
- Experience dealing with vehicle insurance, accidents and claims.
- Experience carrying out or managing driving licence checks.
- Strong administrative and record-keeping skills.
- Experience managing relationships with leasing companies, dealerships, garages and other external suppliers.
- Good understanding of fleet costs and expenditure.
- Strong IT and database skills, with the ability to maintain accurate fleet records and produce reports.
Desirable Experience
- Experience managing a sizeable company car fleet.
- Experience with fleet management software or vehicle tracking systems.
- Experience managing salary sacrifice or company car schemes.
- Experience with vehicle leasing and fleet procurement.
- Knowledge of HMRC company car taxation and benefit-in-kind requirements.
- Experience managing fleet policies and driver handbooks.
- Experience dealing with vehicle accident management and insurance claims.
Personal Attributes
We are looking for someone who is:
- Highly organised and methodical.
- Commercially aware and cost-conscious.
- Proactive and able to work independently.
- Confident managing suppliers and negotiating with external providers.
- Comfortable dealing directly with employees and senior stakeholders.
- Detail-oriented, particularly when managing compliance and vehicle records.
- Able to manage multiple vehicles, drivers and priorities simultaneously.
- A strong problem solver with a practical approach to fleet management.
Ideal Candidate Background
This role would suit an experienced Fleet Manager, Fleet Administrator, Fleet Coordinator, Company Car Manager, Fleet & Procurement Manager or Fleet Operations professional who has previously managed a passenger vehicle or company car fleet.
Candidates from a leasing company, vehicle management business, corporate fleet environment or organisation with a sizeable company car fleet may also have highly relevant experience.
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