Fleet Administrator

• In conjunction with the other members of the team, to control SFS and customer fleet of vehicles, including vans, cars and plant, ensuring daily, weekly and annual checks and tests are carried out in line with Group policy and legislative requirements. This includes ensuring that MOT, LOLER, TACHO, RFL and all other Safety Inspections are completed and documented correctly
• To provide the highest possible standard of customer satisfaction by establishing effective professional working relationships with customers and colleagues to gain a detailed understanding of their and the business requirements in order they can be fulfilled and the Company’s other services can be promoted
• To be responsive to the fluctuating requirements of the business to maximise utilisation of technicians through effective liaison with the Workshop Supervisor and workshop Technician
• To maintain effective links with the SFS customers in relation to fleet breakdowns, vehicles ready for use and progress updates on repairs to vehicles
• To maintain records of repairs to vehicles in order to demonstrate compliance with Regulatory requirements, best practice and the Company’s policies
• To inform SFS Head Office and the Customer in a timely manner of vehicle damage recharges and where required and maintain appropriate records
• To process all recharges as per the correct procedure ensuring authorisation is obtained and the recharge spread sheet is completed as to the correct monthly time frames
• To be the first point of contact for all telephone calls, re-directing enquiries as appropriate
• To check and sign for deliveries as needed and order vehicle replacements parts as required
• To order staff PPE using the Company’s systems as and when required
• To collate and check all Health and Safety audit paperwork has been completed and sent to the Group Health and Safety Manager at the Northampton head office
• To collate all staff time sheets, checking them against the fleet management system, present to the contract manager for checking/signing and forward on to the relevant manager at the Northampton head office
• To maintain stationary supply levels and reorder as and when required using the Company’s system to do so
•  To visit other sites to carry out administrative tasks as required

• To accommodate any other reasonable tasks that may be allocated to work effectively as part of a team to achieve the business objectives and maximise customer satisfaction, thereby also gaining repeat business wherever possible, maximising utilisation rates and profit levels
• To take personal responsibility for adherence to all Company rules and regulations, and identify any instances where lapses need to be addressed, bringing those to the attention of management for resolution, including adhering to SFS and Paragon professional standards and core values at all times
• To ensure that costs are kept to a minimum within the post holder’s area of responsibility

• Thorough understanding of the range of Microsoft packages, and an ability to quickly learn how to operate in house and bespoke systems used to effectively manage the fleet
• Clean Driving Licence
• Effective communication skills; listening to the customer’s and colleague’s requirements and clearly explaining the Company’s requirements in order to ensure effective compliant achievement of the same, this to be achieved predominantly via telephone discussions, but also through face to face dialogue when required
• Organised and detail conscious in order to maintain sufficient records to demonstrate compliance with the range of requirements of each vehicle
• Tenacity; in order to be able to liaise with colleagues and suppliers where there may be queries regarding invoices, both in terms of the content of the invoice and ensuring the amount is correct in terms of quantity of parts received all within an acceptable timescale
• Team working Skills; since SFS is a small team environment, the post holder will need to be adaptable in approach to tasks undertaken in order that the overall business objectives can be achieved

• A technical understanding of the vehicles within the fleet in order to be able to advise appropriately
• Experience of operating within a similar environment, or, as a minimum, experience of operating in a busy office environment with the requirement to manage changing expectations and respond positively
• Experience in a vehicle workshop environment

Paragon perks

• Generous holiday allowance, with a day off for your birthday!
• Paid community volunteering
• Company-wide, profit-sharing bonus
• Pension plan - we’ll contribute up to 10% of your annual salary
• Life assurance and personal accident cover

Be flexible

We promote flexibility around how and where we work so that you can achieve a healthier work-life balance. We operate hybrid working, splitting our week between the office and home.

Be yourself

We welcome diversity and we care about inclusion. That’s why we want you to be your whole self at work. We believe an inclusive workplace is good for each of us, great for our customers and better for our business. Formed in 2020, our Equality, Diversity and Inclusion Network meets regularly to share challenges, experience and ideas to build a more equal, diverse and inclusive business.

Be heard

We listen to your point of view, with our People Forum and regular employee surveys making sure you can use your voice and influence our future.

Be well

We offer a range of support to help you care for your wellbeing, from our free Employee Assistance Programme to our qualified Wellbeing team who are on hand to connect you with the help you need to get more out of life.

Be better

We want you to reach your potential and, as an Investors in People employer, we’ll encourage you to learn and develop by building a personalised development plan together with your manager.

Be a part of it!

Our employees tell us that the best thing about Paragon is the people! So, if you’re looking for an energetic, friendly team with a great set of values to help you take the next step in your career, apply now and let’s grow together!