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Fleet Administrator - London Gateway - Up to £35,000

Our client, a growing transport and logistics business, is looking for a Fleet Administrator to provide critical administrative support to their fleet function. This role ensures fleet maintenance, compliance activity, and associated records are planned, tracked, and maintained accurately, supporting smooth operations and audit-ready documentation.

Job Type: Full-time

Hours: Monday to Friday, 08:30 - 17:30

Salary: Up to £35,000 per annum

Job Purpose

The Fleet Administrator will maintain core fleet trackers, coordinate bookings and documentation, support defect administration, and ensure key fleet information is up to date. The role is essential in minimising vehicle downtime and ensuring compliance with audit and operational standards.

Key Responsibilities

Update maintenance spreadsheets and trackers to ensure accurate, current data
Maintain truck VOR spreadsheets and provide clear status/notes for vehicles off the road
Keep vehicle wall planners updated with upcoming MOTs, services, calibrations, and repairs
Complete the daily trailer list and ensure it is distributed as required
Ensure all bookings/appointments (repairs, inspections, services) are completed and paperwork filed
Book trailer MOT appointments and ensure services are completed on schedule, retaining evidence
File truck and trailer paperwork in line with fleet document control standards
Ensure daily defect checks are completed and chased if missing; maintain records
Monitor defects reported on services/rebookings and ensure follow-up actions are scheduled and documented
Complete defects administration: logging, updating trackers, progressing actions, and closing when complete
Perform tacho analysis and associated administration, escalating issues according to process
Raise purchase orders in line with internal controls and ensure supporting information is complete
Process invoices accurately and within required timeframes, resolving basic queries with suppliers/finance
Process vehicle tax each month and maintain proof/records

Skills & Experience

Administration experience in a busy operational environment for a Transport company
CPC desired but not essential
Experience maintaining spreadsheets/trackers and managing high-volume documentation/filing
Understanding of the importance of compliance records and audit-ready document control
Fleet maintenance/compliance administration exposure (HGV/trailer environment)
Experience with invoice processing and purchase order processes
Awareness of fleet planned maintenance, defect processes, and basic transport compliance requirements
Familiarity with tachograph processes/reporting (analysis and escalation)WR Logistics are the #1 recruitment partner for all vacancies in the logistics industry. We recruit in the UK & USA for permanent jobs.

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