Fleet & HR Administrator

at  Whittan

Job Advert
The Whittan Group is the largest manufacturer of steel storage products in the United Kingdom. Operating through a number of market leading brands; we design, manufacture and install storage solutions for commercial and industrial environments in the UK and Europe. We are looking for a Fleet & HR Administrator to efficiently manage, maintain and utilise the company vehicles to ensure a smooth process for all employees whilst providing day-to-day HR administration support to the HR Shared Services team.

Key responsibilities:

• Maintain an accurate inventory of the company fleet including registration and driver details, and insurance information (MID Portal).
• Carry out annual licence checks
• Liaise with payroll and fleet provider with any changes including grades, drivers, cash allowance, car reallocation
• Ordering of company fuel cards and issuing of electric charger fobs
• Administration of fines/PCNs
• Check insurance claims including identifying any discrepancies and updating as required and ensuring any claims are shared with Finance immediately
• Raise PO for any internal charges
• Ensure repairs are dealt with in a timely manner
• Management of pool cars:
• ensuring vehicles are available at all sites when needed and arranging a hire vehicle if necessary
• Taking vehicles to be serviced/MOT/valeted as required
• Management of changes
• New joiners – company vehicle ready for first day, ordering & delivery of new vehicle
• Leavers – collection, delivery and reallocation of vehicle
• Existing staff – supporting in the ordering and delivery of new vehicles, replacement fuel cards & fobs, replacement vehicles for accidents and repairs
• Monthly reporting
• Stay up to date with regulations and ensure all vehicles and drivers comply with legal standards
• Ad hoc tasks such a contractual mileage reviews, first point of contact for driver support – advising of driver app, phone numbers, emails etc.
• Liaising with points of contact across the business for returns of vehicles
• Support the HR Shared Services team with administration including updating internal systems, sending new starter packs, contractual changes, data inputting

Essential skills/qualifications/experience:

• Full UK Driving Licence
• Previous administration experience
• Excellent communication skills
• Strong organisation skills
• Computer literate
• Maths & English GCSE at grade C/4

Desirable skills/qualifications/experience:

• Previous experience in a fleet management role

• Maintain an accurate inventory of the company fleet including registration and driver details, and insurance information (MID Portal).
• Carry out annual licence checks
• Liaise with payroll and fleet provider with any changes including grades, drivers, cash allowance, car reallocation
• Ordering of company fuel cards and issuing of electric charger fobs
• Administration of fines/PCNs
• Check insurance claims including identifying any discrepancies and updating as required and ensuring any claims are shared with Finance immediately
• Raise PO for any internal charges
• Ensure repairs are dealt with in a timely manner
• Management of pool cars:
• ensuring vehicles are available at all sites when needed and arranging a hire vehicle if necessary
• Taking vehicles to be serviced/MOT/valeted as required
• Management of changes
• New joiners – company vehicle ready for first day, ordering & delivery of new vehicle
• Leavers – collection, delivery and reallocation of vehicle
• Existing staff – supporting in the ordering and delivery of new vehicles, replacement fuel cards & fobs, replacement vehicles for accidents and repairs
• Monthly reporting
• Stay up to date with regulations and ensure all vehicles and drivers comply with legal standards
• Ad hoc tasks such a contractual mileage reviews, first point of contact for driver support – advising of driver app, phone numbers, emails etc.
• Liaising with points of contact across the business for returns of vehicles
• Support the HR Shared Services team with administration including updating internal systems, sending new starter packs, contractual changes, data inputtin