Fleet Administration Assistant

Key Responsibilities

Fleet Administration Support

• Prepare and process fleet job cards and maintenance documentation.
• Enter invoices, supplier records, credit notes, and service-related information into company systems.
• Maintain accurate fleet maintenance records, service histories, and administrative documentation.
• Update spreadsheets, registers, tracking tools, and fleet databases.
• Support ongoing administrative projects and backlog management.

Service Scheduling & Data Management

• Assist in creating and updating vehicle service schedules.
• Update odometer readings and service interval information.
• Prepare service schedule reports and maintenance tracking information.
• Identify missing or inaccurate data and escalate issues when required.
• Ensure fleet records remain accurate, organized, and audit-ready.

Maintenance & Documentation Coordination

• Process vehicle maintenance requests and defective vehicle reports.
• Prepare repair and service documentation for operational teams.
• Track outstanding documentation and follow up on incomplete records.
• Support preparation of information required for vehicle servicing and repairs.

Invoicing & Reporting Support

• Assist with the preparation of work summaries and supporting documentation for invoicing.
• Verify completeness of job cards, labour records, parts usage, and supporting documents.
• Support timely processing of approved work to minimize invoicing delays.
• Maintain organized digital records and filing systems.

Qualifications:

• Previous experience in Administration, Data Entry, Scheduling, Service Coordination, or a similar support role.
• Strong attention to detail and commitment to accuracy.
• Excellent organizational and time-management skills.
• Ability to follow processes, checklists, and documented procedures.
• Strong written communication skills.
• Ability to work independently while supporting a wider operational team.
• Professional and confidential approach when handling company and client information.

Preferred Qualifications:

• Experience in automotive, fleet, transport, logistics, mechanical, or service-based industries.
• Experience using Microsoft Excel, Microsoft Word, Google Workspace, Xero, workshop management software, or similar systems.
• Experience supporting maintenance scheduling, service coordination, or operational administration functions.