Fleet Administrator

Our client is looking for a Vehicle Allocation Administrator to join their busy and supportive team on a temporary basis. This is an excellent opportunity for an organised and customer-focused individual who enjoys working in a fast-paced environment and takes pride in delivering outstanding service.

As a Vehicle Allocation Administrator, you will play a key role in supporting the allocation and management of hire vehicles for insurance claims. Working closely with branches, suppliers, and customers, you will ensure vehicles are allocated efficiently, supplier service levels are met, and customers receive a seamless experience throughout the process.

This is a varied role that combines administration, customer service, and coordination, making it ideal for someone who enjoys managing multiple priorities and building strong working relationships.

Key Responsibilities

Provide administrative support for vehicle bookings and allocations across multiple branches.

Manage inbound and outbound telephone calls in a professional and courteous manner.

Proactively allocate hire vehicles to claims, ensuring customer needs and claim requirements are met.

Arrange and confirm vehicle delivery and collection details with customers.

Work closely with suppliers to ensure service level agreements (SLAs) are achieved.

Book vehicle delivery and collection appointments through supplier and provider online portals.

Accurately update claim management systems with customer interactions, actions taken, and claim progress.

Liaise with branch teams to maximise vehicle availability and allocation opportunities.

Develop and maintain strong working relationships with colleagues, suppliers, and customers.

Manage shared inboxes and incoming communications, ensuring prompt responses and resolution of queries.

Monitor vehicle allocation progress and escalate issues where required.

Ensure all customer and claim information is recorded accurately and handled in line with company procedures.

About You

To be successful in this role, you will possess excellent administrative and organisational skills, a strong customer service focus, and the ability to work effectively under pressure.

Essential Skills & Experience:

Previous administration experience within a busy office environment.

Excellent verbal and written communication skills.

Strong attention to detail and accuracy.

Ability to manage multiple tasks and prioritise workloads effectively.

Professional and confident telephone manner.

Customer-focused approach with a commitment to delivering exceptional service.

Experience working to deadlines, service levels, and performance targets.

Good working knowledge of Microsoft Office and internal business systems.

Desirable Skills & Experience:

Experience within vehicle rental, fleet management, insurance claims, or the automotive sector.

Previous experience using vehicle allocation, booking, or scheduling systems.

Understanding of vehicle logistics and fleet operations.

Key Competencies

Customer Service Excellence

Communication & Relationship Building

Planning & Organisation

Attention to Detail

Problem Solving

Teamwork & Collaboration

Accountability

Time Management

What Success Looks Like

Performance will be measured against:

Vehicle allocation turnaround times.

Supplier SLA adherence.

Customer service and call quality standards.

Accuracy of claim records and system updates.

Email response and communication turnaround times.

Branch and customer satisfaction levels.

Please note:

As you can appreciate we are currently overwhelmed with applications of individuals looking for both short term and permanent work and we can therefore only contact those applications that have relevant skills for positions that we currently have available. Should you not hear from us within a week, please assume you have been unsuccessful on this occasion.

In line with GDPR regulations, we are making you aware that to proceed with your application we will need to contact you via email, telephone and/or text message. To receive future job alerts from us, you will be required to provide consent within our marketing preference options. The link will be provided in an email to you. Source4 are an equal opportunities employer and complies with all relevant UK legislation. If you are successful in your application, you will be required to attend a full registration with one of our Consultants which will involve you providing a current passport, any relevant visas, a proof of address and completing relevant tests and a full competency based interview.

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