Administrator - Fleet na Eville and Jones

Eville & Jones is a business embarking on a period of change and modernisation. With a growing fleet of over 500 cars and 900 colleagues, we are looking for a highly organised Administrator who can deliver a high-quality level of support to the team.

Reporting to the Fleet and Equipment Manager, and working very closely with the finance team, we are seeking an approachable and professional team player with a can-do attitude to be an integral part of a small team. The ideal candidate needs to be self-motivated, resilient, and able to multi-task. This is a full-time role, working Monday - Friday between the hours of 08:00/08:30 - 16:30/17:00. The Administrator role is predominately office based but with the occasional opportunity to work from home.

Key Duties include:

· Ensure all fleet data is maintained in a comprehensive spreadsheet to ensure all information is accurate and up-to-date.

· Liaise with the Fleet Co-ordinator for details of all vehicle movements (e.g. new cars, returned cars etc.) to ensure records are maintained correctly.

· Communicate with payroll to ensure they are aware of all relevant changes, providing new vehicle information on databases and with payroll for appropriate treatment with HMRC.

· Monitoring, collating and, where appropriate, arranging payment of car damages and fines (logging in the spreadsheet and recording the proof or notification received) in an organised manner to ensure clarity of evidence if required by the employee.

· Notification to employees, payroll, and finance, when employee recharges are required.

· Investigating disputes raised by employees in relation to car damages or fines, as well as resolving the issues. Upon resolution you would be required to pass the information on to finance and payroll in a consistent format to arrange any subsequent deductions necessary.

· Support with scrutiny of purchase invoices on receipt, to ensure accuracy of billing.

· Maintain driver’s license data, checking that all company car drivers, and those receiving own car allowance, are legally able to drive on UK road (with emphasis on colleagues arriving in the UK who must pass their driving test within 12 months).

· Maintain register of car allowance recipients, ensuring that all appropriate documentation has been received, cross-checking to the fleet listing to ensure they do not have access to a company vehicle.

· Effectively communicate with 3rd party stakeholders, such as insurers and lessors, to address any issues that arise (such as progress on car repairs, or erroneous billing).

· Work collaboratively with the Fleet Co-ordinator to ensure accuracy of the spot hire vehicle listing, with a keen focus on reducing the requirement of such vehicles, particularly in the medium to long term.

What’s required?

· Experience in administration is essential

· Strong IT skills, including Excel

· Ability to communicate clearly, both verbally and written

· Strong organisational and time management skills

· Problem-solving skills and attention to detail

· Ability to work independently and as part of a team

· Driving licence is essential.

· Basic financial knowledge would be an advantage

What is in it for you?

·  Salary £26,000pa+ depending on skills and experience

· 23 Days Annual Leave (plus bank holidays) - increasing to 25 days

· Company Pension Scheme

· Perkbox Scheme – a variety of discounts & benefits

· Personal Accident Insurance