Fleet Coordinator

at  Polaris

ABOUT US

We are Polaris Community, one of the UK’s largest leading providers of children’s services.
Within our community, we have a number of Independent Fostering and Adoption Agencies who have been passionately improving the lives of young people for over 30 years, Leaving Care services, children and young people Residential services, specialist Education through our Schools, and bespoke children’s services contracts. Our nurturing community works collectively to provide the very best outcomes for each and every child and young person in our care. We’re ambitious for our children and young people, families and staff and believe in their futures.
We are excited to be recruiting for a Fleet Coordinator to join our HR Team to ensure the smooth running of Polaris’ Fleet of vehicles for our company car drivers.
In this role, you’ll be working closely with our dedicated Account Manager within our external Fleet Provider whilst assisting with day-to-day queries from our company car drivers, maintaining our fleet database, overseeing all of Polaris’ fleet, both owned and leased vehicles. The successful candidate will have the opportunity to collaborate with a variety of internal and external contacts, contributing to the wider HR Team by handling essential fleet-related tasks, ensuring smooth processes, and keeping us compliant with all relevant regulations.
We’re looking for an experienced administrator with strong attention to detail and good communication skills with the ability to multitask and follow processes and procedures. Experience of working with fleet and company cars is beneficial to this role, but not at all essential.

KEY RESPONSIBILITIES

• Work in partnership with Fleet Alliance Account Managers and undertake any tasks relating to Fleet Administration whilst overseeing the entirety of the company’s fleet vehicles, both owned and leased;
• Liaise with internal/external customers to obtain information/data to maintain the relevant systems for production of internal and statutory reporting;
• To liaise with insurers in respect of any accidents and insurance claims;
• Liaising with Payroll to ensure that correct P11d benefit in kind entitlements are allocated and relevant fines are captured;
• Actively monitor the dedicated Fleet inbox and deal with any queries;
• Management of MID insurance management system ensuring compliance with vehicle insurance regulations;
• The monitoring and ordering of all vehicles as and when required ensuring the hire process is followed correctly and appropriate vehicle specification is selected;
• Inputting and maintaining data records within spreadsheets and systems, saving documents correctly;
• Proactively checking and processing all invoices.
• Processing contractual changes in relation to opting in and out of the company car scheme.

The ideal candidate for this role will have the following skills and experience:

• Experienced administration skills with excellent attention to detail
• Ability to quickly adapt to changing priorities and to multitask
• PC literate, with good knowledge of Microsoft products (Word, Excel and Outlook)
• Excellent verbal and written communication skills
• Well organised with the ability to work to tight deadlines
• Able to work cooperatively within a team as well as on own initiative
• Proven experience of communicating at all levels within an organisation using a variety of methods; email, telephone, letters, etc.
• Strong understanding and respect of confidentialit