M O'Brien Group
Fleet Admin Assistant
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Fleet Admin Assistant
Fleet Administrative Assistant
Job Summary
The Fleet Administrative Assistant supports the efficient operation of the company’s vehicle fleet by providing administrative, coordination and record-keeping support. This role ensures compliance with regulations, maintains accurate fleet data and assists with reporting and communication between suppliers and internal teams.
Key Responsibilities
- Maintain and update fleet records, including vehicle registrations, insurance, servicing and inspections
- Schedule vehicle maintenance, MOTs and repairs, ensuring minimal downtime
- Monitor and track fleet usage, fuel consumption and mileage logs
- Process invoices, purchase orders and expense reports related to fleet operations
- Assist with compliance requirements, including legal and safety documentation
- Liaise with drivers, suppliers, garages and leasing companies
- Support incident and accident reporting, including documentation and follow-up
- Manage fleet-related databases and administrative systems
- Handle general administrative duties such as filing, correspondence and data entry
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Skills and Qualifications
- Previous administrative experience (fleet or logistics experience preferred)
- Strong organizational and time-management skills
- Good attention to detail and accuracy in record-keeping
- Proficiency in Microsoft Office (Excel, Word, Outlook)
- Ability to manage multiple tasks and meet deadlines
- Strong communication and interpersonal skills
- Basic understanding of vehicle maintenance and compliance requirements (desirable)
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Key Attributes
- Reliable and proactive
- Problem-solving mindset
- Ability to work independently and as part of a team
- Strong customer service approach when dealing with internal and external stakeholders
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