Fleet Administrator

The Vacancy

🚗 Fleet Administrator – Full Time (Finsbury Park)

Join our team and help keep our fleet moving!

We’re looking for a proactive and detail‑driven Fleet Administrator to support the day‑to‑day operations of our busy fleet. This role is perfect for someone who thrives in a fast‑paced environment, enjoys problem‑solving, and takes pride in keeping systems accurate and processes running smoothly.

📍 Location: Finsbury Park
🕒 Hours: Full time
📑 Reports to: Fleet Operations Controller

⭐ About the Role

As a Fleet Administrator, you’ll play a key role in ensuring the effective utilisation, safety, and compliance of our vehicles while providing exceptional support to drivers, managers, and operational teams. Your focus will be on accuracy, communication, and efficiency.

🔧 Key Responsibilities

Daily Tasks

• Manage fleet administration across systems including COINS, telematics, licence platforms and internal databases.
• Respond to driver and operational queries, ensuring timely resolution.
• Produce and analyse daily fleet performance reports (utilisation, downtime, fuel, driver behaviour etc).
• Maintain telematics records, onboarding vehicles, assigning drivers, and monitoring alerts.
• Oversee fleet utilisation and support vehicle allocation/reallocation decisions.
• Manage vehicle defects, escalate repairs, and minimise downtime.
• Monitor hire fleet activity, track durations, and reconcile hire invoices.
• Liaise with suppliers, hire companies and service providers to maintain SLA standards.

Weekly / Monthly Tasks

• Ensure compliance with service, MOT, inspections and safety requirements.
• Support accident reporting, investigations and claims handling.
• Manage invoice processing, cost validation and business unit allocations.
• Oversee damage recharges and PCN administration.
• Support driver safety briefings, licence checks and maintain driver records.

🧠 What You’ll Bring

Knowledge & Experience

• Experience in a fleet environment (2+ years preferred).
• Understanding of how fleet operations function within a large organisation.
• Strong administrative and organisational skills.
• Experience with fleet management databases (desirable).

Qualifications

• GCSE English & Maths (Grade 5 or equivalent).

Skills

• Strong proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Excellent communication skills with the ability to influence and build relationships.
• Confident prioritising under pressure with high attention to detail.
• A self-starter who is adaptable, proactive, and comfortable working independently or as part of a team.

Behaviours

• Demonstrates company values and positive teamwork behaviours.
• Calm under pressure, solutions‑focused, and committed to continuous improvement.

🔒 SHEQ Responsibilities

• Support driver safety briefings, ensuring all drivers hold appropriate licences and receive induction material.

🎯 Why Join Us?

You’ll be part of an agile, supportive team with opportunities to develop your skills in a critical and fast‑growing business area. This role is ideal for someone who enjoys variety and wants to make a tangible impact on operational performance.

Given the nature of this position, you will need to undergo a Standard Disclosure and Barring Service Check (DBS) at offer stage. Applicants with criminal convictions will be assessed individually, and we assure you that we do not discriminate based on an applicant’s criminal record or the details of any disclosed offenses. Additionally, certain roles may be subject to additional pre-employment checks.

To learn more about the checks included in this process, please click on the following link: National Security Vetting

Work for Wates

Wates is one of the UK’s leading family-owned development, building and property maintenance companies.  Founded over 125 years ago, we have a proud legacy in the built environment.

We are driven by our purpose, ‘reimagining places for people to thrive’ and our three promises:

• Thriving places – working with customers, partners and communities to create places that are more sustainable, inclusive, and full of opportunity.
• Thriving planet – protecting nature and taking action on climate change by collaborating and innovating with our partners.
• Thriving people – creating opportunities and relationships so that everyone who works for and with us feels included, invested in and treated with care.

We are proud to be recognised as Gold Investors in People and as a Disability Confident employer.  We also ensure that our recruitment processes do not treat anyone less favourably due to an offending background.