ROLE SUMMARY

You will provide essential administrative support to the Vehicle Maintenance Unit, helping to ensure fleet maintenance, compliance records, defect processing, job cards, parts records and invoicing activity are completed accurately and on time. You will work closely with the VMU team, operational colleagues, suppliers and external repairers to maintain clear records, support vehicle availability and ensure all administration is completed in line with company, legal and operational requirements.

KEY RESPONSIBILITIES

• Provide day-to-day administrative support to the VMU, ensuring records, documents and system updates are completed accurately and within required timescales.
• Create, update and monitor compliance and service schedules in r2c to support planned maintenance and legal fleet compliance.
• Process driver defect reports, update relevant systems and help coordinate vehicle bookings with the workshop or external repairers.
• Raise, update and close job cards, ensuring all work details, costs and supporting information are recorded correctly.
• Support parts administration, including ordering, receipting, stock records and assisting with stock takes where required.
• Process retail, warranty and internal job information to support accurate invoicing and cost recovery.
• Maintain accurate VMU records, including service documentation, inspection sheets, repair updates, supplier paperwork and compliance evidence.
• Liaise with operational teams, suppliers, external repairers and internal stakeholders to provide updates and obtain required information.
• Support the VMU team with reporting on vehicle availability, defects, maintenance progress and outstanding actions.
• Use Microsoft Office, r2c and fleet management systems confidently to maintain records, produce reports and support effective administration.

KEY COMPETENCIES

• Strong administrative and organisational skills with excellent attention to detail.
• Ability to manage multiple tasks, prioritise workload and meet deadlines in a busy VMU environment.
• Clear and professional communication skills when dealing with colleagues, suppliers and external repairers.
• High level of accuracy and accountability when maintaining compliance, job card, invoicing and vehicle records.
• Confident problem-solving approach with the ability to follow up outstanding information and escalate issues appropriately.
• Good working knowledge of Microsoft Office, r2c and fleet or workshop administration systems.

ESSENTIAL SKILLS & EXPERIENCE

• Previous administration experience, ideally within a vehicle maintenance, workshop, fleet, transport or logistics environment.
• Understanding of planned maintenance, driver defects, job cards, invoicing or fleet compliance processes is desirable.
• Ability to maintain accurate records and work with confidential, compliance-related and operational information.
• Experience using Microsoft Office and administrative systems, with r2c experience desirable.
• Excellent communication, organisation and follow-up skills, with the ability to work effectively as part of a busy VMU team.