Fleet Coordinator

Who are we?

Ventilation Surveys and Services are a nationwide business that delivers Ductwork Cleaning, Air Conditioning and Fire Compliance projects throughout the UK. We undertake works for large FM Companies, Government and local authorities, healthcare, retail and leisure sectors.

From start-up in 2010 the business has grown to employ 79 staff and has revenues that exceeds £7 million per annum, and revenue for 2025 is expected to exceed £8.4 million with 20% targeted revenue growth predicted for 2025

The business is run from a new purpose-built HQ in Liverpool with regional offices in London and Belfast. Most staff work remotely as customer site-based operational teams supported by the Central Management, Finance and Administration teams.

We have Investors in People accreditation as well as being an ISO 9001 registered business. We look to constantly develop and improve our internal working practices along with the recognition and development that we offer our staff.

Summary:

As the Fleet coordinator you will be the primary contact for employees and customers in relation to all aspects of the company vehicles. This pivotal role encompasses a variety of key administrative tasks, to ensure the continuation of fleet process, database upkeep, vehicle and driver compliance, vehicle purchasing, management and hire.

The Fleet coordinator will oversee the management and operation of our commercial vehicle and company car fleet, ensuring the company’s transport operations are run smoothly and efficiently.

The Fleet coordinator will also oversee the spend on Fuel for the company fleet and will also monitor and report upon driver behaviours from the chosen telematics / tracker solutions.

The Fleet coordinator will also be required to assist the Operations department with other general logistical and planning tasks such as plant and equipment and accommodation bookings.

Job Outline / Accountabilities:

1. Manage all company vehicles and associated supply/administration efficiently & accurately to agreed standards.

• Ensuring the company spreadsheets and systems are up to date with relevant information
• Dealing with fleet enquiries both on the phone and in person
• Being the primary contact on-site for the fleet control and provision
• Communicate effectively with other departments to ensure the efficient running of the business
• Preparing fleet analysis and reporting results to Management
• Collating all the relevant vehicle paperwork

8. Manage range of central services and information.

9. Liaising with various suppliers to the fleet department such as hire companies fuel card suppliers through to main dealers for company vehicles

10. Ensuring that all vehicles are maintained in good working condition and that any repairs or maintenance work is carried out in a timely and cost-effective manner

11. Monitoring fuel consumption, vehicle utilisation, and driver performance to identify areas for improvement and implement appropriate corrective actions

12. Developing and implementing policies and procedures for the safe and efficient operation of the company’s transport operations

13. Liaising with key stakeholders to ensure that the company’s transport operations are meeting their needs and expectations

14. Maintaining accurate records and producing regular reports on transport performance, including KPIs and other metrics

15. Supplier management – ensuring suppliers are competitively measured and offering expected service levels

16. Responding to any road traffic accidents associated to the fleet to ensure they are properly responded to and investigated

17. Effective management of insurance claims associated to the fleet

18. Ensuring telematics, tracking, and camera equipment is properly utilised and in good working order

19. Other general logistical and planning tasks such as plant and equipment and accommodation bookings.

• Fleet management qualification desirable

Job Type: Full-time

Pay: £28,000.00-£35,000.00 per year

Benefits:

• Childcare
• Company events
• Cycle to work scheme
• Free or subsidised travel
• Health & wellbeing programme
• On-site parking
• Referral programme

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Excellent organisation and time planning skills: 3 years (preferred)
• managing supplier’s: 3 years (preferred)
• fleet management: 5 years (required)

Licence/Certification:

• Fleet management qualification (preferred)

Work Location: In person