Apprentice Fleet Support Administrator

Your duties will include:

Attend training, learning establishments and activities as required. To organise and deliver an efficient and effective end to end vehicle, plant and equipment maintenance. Repair administration & support service for internal and external clients.  After training, aim to achieve full compliance with all legislative and best practice issues relating to fleet operations, vehicle workshop, vehicle maintenance and repair administration. Professionally communicate with all customers, workshops and stakeholders on service schedules, service delivery, quotations, and any pre/post repair discussions. Maintain all aspects of the Fleet management (Computer) System and manual processes including defect reporting and vehicle history files. Prepare reports as necessary, including fuel use and vehicle hire.  Be responsible for the raising/amending of work orders and preparation.   Inputting of data & analyse the fleet management systems as necessary.  Booking of hired vehicles and communicating with hire companies. Maintaining strict controls on compliance, weekly and daily use of hired vehicles. Pre and post vehicle hire checks, co-ordinating on/off hire and record keeping.  Processing customer payments, preparing and sending sundry debtors’ invoices and account management liaison for any Fleet service in accordance with existing procedures and audit guidelines, including administering cash receipts and controlling outstanding debt.  Ordering and issuing of vehicle parts and goods and services from stock and external suppliers as required and processing invoices for payment, ensuring cost effective procurement.  To assist in the full ‘conception to disposal’ vehicle replacement programmes, as necessary. Job description and employee specification template Version 1 March 2019. Communicate with stakeholders for the fleet service, including updating, and maintaining fuel cards and fuel systems, MID (Insurance Database), telematics systems and any other system used by Ubico.  To seek and review customer satisfaction and feedback as required. To identify opportunities and sell and up-sell services offered.  To maintain, populate and analyse databases and spread sheets containing service and customer related details and job status, including financial.  Ensure equipment certification and calibrations are up to date and asset registers are maintained.  Provide Fleet and general administrative support to the company, including other Ubico offices, such as use of computer systems, minute taking, meetings administration, record keeping, filing, archiving and the sorting of mail.  Communicate with stakeholders including drivers, customers and suppliers and any internal/external communications, and deal with such enquiries promptly and efficiently.  The production and administration of job tickets, work schedules and day works orders from the fleet management and any subcontracted supplier’s computer system.  Undertake any other responsibilities or training that may be required by the Head of Fleet Operations, commensurate with the grading of the post.

Training:
Level 3 Business Administrator Standard Workplace delivery

Training Outcome:
Potential position upon completion of the apprenticeship. 

Employer Description:
We’re a friendly and ambitious company with a big responsibility. We help to keep the spaces and places where people live, work and visit clean, green and tidy. We impact the lives of everyone where we work so it’s important that we always deliver quality and get it right first time. Ubico employs over 700 staff and operates 900 vehicles and plant over 1200 square miles of the most beautiful and vibrant towns, cities and countryside you’ll find. We offer a friendly and flexible working environment, where you really feel part of the Ubico ‘family’. The work is diverse and fast paced, delivered by teams who work closely and collaboratively to deliver results.

Working Hours :
Monday to Friday. Start and finish times to be agreed.

Skills:
Communication skills,IT skills,Customer care skills,Team working,Flexibility