Administrator Fleet Hire Desk Assistant

Administrator Fleet Hire Desk Assistant

6 months contract

£11.78 PER HOUR

A valid driving licence is required for this position

To assist the Fleet Hire Desk and Contract Supervisor and the Fleet Business Manager in the day to day hiring operation. Ensuring that the hire contracts managed by Fleet Services are provided to the requirements of the customer and contract compliance is maintained.

Duties and responsibilities  Administrator Fleet Hire Desk Assistant

Listed below are the responsibilities this role will be primarily responsible for:

Co-ordinate and process on & off hire requests, including verifying

rates, allocation to authorised suppliers and provide the service in accordance with our policies / procedures. 

Accurately / efficiently record vehicle, plant and equipment hire data on to the Fleet Management System and record as required within a timely manner.                                                                              

Record vehicles on our insurers Motor Insurance database, ensuring vehicles are recorded on / off the insurance in accordance with our policy and the 4th European Motor Insurance Directive.                                                                                        

Raise purchase orders / works instructions, accurately record as required on the Fleet Management System in accordance with our policies / procedures.   

Consult with customers to ensure vehicles / plant / equipment are provided to operational requirements and contractual compliance.

Consult with suppliers to ensure vehicles / plant / equipment are provided to contract specification / compliance and meet the requirements of the customer.

Provide supporting information to Fleet Hire Desk and Contract Supervisor and the Fleet Business Manager in relation to any none compliance supplier issues. Record on Fleet Management System in accordance with our policy / procedures.

Provide supporting information to Fleet Hire Desk and Contract Supervisor and the Fleet Business Manager in relation to damage investigations, accidents / incidents and supplier damage claims. Record on Fleet Management System in accordance with our policy / procedures. 

When required provide support with the preparation and evaluation of the hire contracts managed by Fleet Services.

Carry out vehicle / plant / equipment inspections in accordance with our Policy and Procedures.

To provide cover in the absence of the Fleet Hire Desk and Contract Supervisor, ensuring the hire desk service is efficiently facilitated, contractual compliance is maintained, daily off hire / exceeded hire reports are checked and addressed in accordance with our policy / procedures. 

To provide administrative assistance and general office duties, associated with the Hire Desk provision, with a view to maintain a cost effective and efficient service.

To ensure full compliance with ISO Quality System requirements and a high standard of customer care.  All employees are expected to actively promote continuous improvement in service quality and to be fully involved in the implementation of quality systems and techniques.

To carry out such other duties which may be allocated from time to time and which are commensurate with the grading of the post.

To communicate effectively with our customers, managers, peers and partners and to work collaboratively to provide the best possible public service. Communication between teams, services and partner organisations is imperative in providing the best possible service to our public.

Qualifications

4 GCSE Grade A – C including English and Mathematics

NVQ Level 2 in Business Administration or a hire discipline or equivalent in a relevant subject

Driving Licence (CAT B & C1+E)

Experience 

Experience of working in a customer facing interactive office / Plant & Vehicle Hire Company or similar environment.

Operating a Fleet Management System

Working within a motor vehicle workshop environment.

Skills & Knowledge        

Computer Skills including Word Processing, Data Base and Spread Sheet Applications.

Good Communication and Interpersonal Skills.

Good organisational Skills.

Good numeracy, accuracy and literacy skills

•         Financial Awareness

•         Applying contract compliance      

•         Financial awareness and negotiating skills

•         Knowledge of Quality Systems

•         Knowledge of tender process

•         Good time Management Skills

•         Sound knowledge of plant and equipment utilised in a Civil Engineering and/or Building industry or similar environment.

Personal Qualities  

•         Capability to work to timescales.

•         Ability to prioritise workload.

•         Ability to work with minimum of supervision.

•         A good team member.

•         May be required to work outside of normal office hours to meet the needs of the business

•         Due to the requirement to drive a vehicle in this role, appointment will be subject to the production of a valid driving licence for the required category of vehicle and the satisfactory completion of an in-house Driver Induction Assessment.

   Interested Please Apply