Fleet Hire Desk Administrator

Fleet Hire Desk Administrator

Department: Plant & Transport

Employment Type: Permanent - Full Time

Location: Borehamwood

Reporting To: Lehann Shilleto

Description

We are looking for a highly organised and proactive Fleet Hire Desk Administrator to join our team and support the effective management of fleet operations across the OCU Group. This role is key to ensuring fleet requirements are met across Plant and Transport, supporting everything from sourcing and utilisation through to compliance, maintenance, and invoicing. It's a varied position suited to someone who thrives in a fast paced environment and enjoys working across multiple teams.

About the job

Fleet Hire Desk Support

• Support the day-to-day running of the Hire Desk, ensuring fleet requirements are met
• Drive utilisation of owned assets and source additional hire equipment where required
• Liaise with external hire suppliers to secure and manage fleet requirements
• Build strong relationships with internal stakeholders and respond to queries
• Work closely with accounts to resolve invoicing queries and discrepancies
• Maintain and update internal systems and records

Vehicle Compliance

• Monitor MOTs, servicing schedules, inspections, and defect reporting
• Coordinate and communicate vehicle appointments with drivers
• Liaise with external maintenance providers and internal workshops
• Prepare documentation for audits and compliance reviews

Health, Safety & Reporting

• Ensure fleet operations comply with Health & Safety legislation
• Maintain accurate risk assessments and service documentation
• Report on compliance across plant and transport
• Support investigations relating to defects or compliance issues

Skills, Knowledge and Expertise

• Strong organisational and administrative skills
• Excellent communication and record-keeping ability
• High attention to detail with the ability to meet deadlines
• Experience using fleet management systems (desirable)
• Full UK Driving license

• Proactive, organised, and able to use initiative
• Strong focus on compliance and accuracy
• Able to prioritise workload in a fast-paced environment
• Professional and confident when dealing with internal teams and external providers