BUSINESS SUPPORT & PROCUREMENT SUPPORT 

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ABOUT SEE SERVICES 

SEE Services deliver facilities management and infrastructure support services to organisations across the UK. Recognised for our quality delivery combined with a personal touch, customers trust us to comply, maintain and sustain their properties.   With contracted projects spanning diverse sectors including retail, NHS, schools, and care homes, SEE Services offers a vibrant environment where your expertise will have a meaningful impact on our customers’ business world. 

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JOB DESCRIPTION

To provide an efficient and effective day to day administration management of the company’s fleet, ensuring the smooth running of operations. Coordinating and working closely with our fleet provider to manage the vehicles, for the full life cycle from ordering on hire to off hire and managing the vehicles during on hire period. Ensuring all compliance is managed and processes and procedures are adhered to, and vehicles are well maintained.

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RESPONSIBILITIES

• Maintaining the Fleet Master Data ensuring it is accurate at all times.

• Checking vehicles in and out from fleet provider and to staff and inducting when applicable.

• Overseeing the processing of damage to fleet, following the company processes and procedures

• Administrating the day-to-day management of fuel cards

• Processing the Penalty Charge Notices (PCN) and recharging to staff in line with the company policies and procedures

• Administration the day-to-day management of fleet insurance cover, reconciling the data weekly, taking of insurance any off hired vehicles.

• Fleet accidents, liaising with insurer broker and driver to ensure all information is provided, organising replacements vehicle and obtaining quotes.

• Liaising between driver and fleet provide if any problems are reported, including break downs, servicing, MOT, tyre and windscreen repairs / replacements, warning light issues.

• Managing Fleet email in box and dealing with fleet queries in an effective and timely fashion.

• Being the point of contact for all fleet enquires and queries.

• Managing the vehicles owned by the company (minimal)

• Ensuring costs are charged correctly and approving costs in line with company procedures.

• Undertaking Ad hoc administration duties and cover for the team, as and when required

• Ensure that all duties are carried out in line with all Company policies and procedures and requirements.

• Ensure you follow Health and Safety policies and requirements.

• Ensure you conduct your personal behaviour so that the Company’s reputation is protected and enhanced.

• This job description provides an overview of the role and your duties and responsibilities and may be subject to change.

• This job description is not intended as an exhaustive list, and you will be expected to comply with any reasonable requests as directed by management.

• The Company reserves the right to require you to perform other duties from time to time, which may include work in other departments, and it is a condition of your employment that you are prepared to do this

 

QUALIFICATIONS AND EXPERIENCE

• Excellent communication and interpersonal skills, with a polite and clear telephone manner, and excellent written communication skills.

• A flexible and responsive approach to working, being able to prioritise new and changing tasks and responsibilities appropriately.

• Ability to multitask and prioritise workload

• Experience of data input, collation, and maintenance to a high level

• Exceptional organisational and time management skills with meticulous attention to detail

• Good knowledge of MS Office products

• A ‘can do’ attitude and proactive approach to tasks and the ability to ensure all tasks are followed through to their conclusion

• Previous experience in fleet administration

• Knowledge of the fleet and transport management software

• Customer service orientation