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.