Fleet Coordinator

About the Role

We are looking for an organised and proactive Fleet Coordinator to support the day-to-day management of our vehicle fleet, including HGVs, vans, and company vehicles. This role is responsible for ensuring fleet compliance, vehicle availability, supplier management, cost control, and maintaining accurate fleet records.

The successful candidate will act as a key point of contact for drivers, suppliers, and internal stakeholders, helping to deliver a safe, compliant, and cost-effective fleet operation.

About Selecta

At Selecta, we're passionate about delivering exceptional service and helping millions of consumers and employees stay refreshed throughout the day. As a leading international provider of unattended food, drink and convenience solutions, we partner with world-class brands and operate across extensive national networks.

Innovation, safety, and customer experience are at the heart of everything we do. We're proud to create workplace experiences that make a difference, one coffee, one snack, and one smile at a time.

Key Responsibilities

Fleet Administration

• Maintain accurate vehicle, driver, and fleet records.
• Coordinate vehicle allocations, onboarding, transfers, replacements, and disposals.
• Manage fleet documentation including insurance, registrations, service records, maintenance history, and compliance records.
• Support driver communications and fleet policy administration.
• Maintain fleet management systems and ensure records remain audit-ready.

HGV Fleet & Compliance

• Support the administration of HGV fleet operations and vehicle compliance.
• Monitor MOTs, servicing schedules, inspections, road fund licences, and preventative maintenance programmes.
• Maintain records relating to vehicle defects, inspections, incidents, and corrective actions.
• Support driver licence checking and driver compliance programmes.
• Assist with Operator Licence compliance requirements, ensuring accurate fleet records are maintained.
• Liaise with maintenance providers to minimise vehicle downtime and ensure roadworthiness.
• Support compliance audits and provide documentation when required.

Supplier & Driver Support

• Act as a key contact for vehicle leasing providers, maintenance suppliers, fuel card providers, breakdown services, and manufacturers.
• Coordinate vehicle repairs, deliveries, collections, and off-road vehicle management.
• Resolve day-to-day fleet and vehicle-related enquiries from drivers and managers.
• Support vehicle handovers, returns, and driver inductions.

Financial & Reporting

• Review and validate fleet-related invoices and supplier charges.
• Reconcile supplier accounts and investigate discrepancies.
• Process purchase orders and support invoice approvals.
• Monitor fleet expenditure and identify opportunities for cost savings.
• Produce reports covering fleet compliance, utilisation, maintenance activity, incidents, and costs.
• Analyse fleet data and provide management information to support decision-making.

Continuous Improvement

• Support fleet projects and business improvement initiatives.
• Identify opportunities to improve compliance, efficiency, and cost control.
• Assist with the implementation of new fleet systems, technologies, and processes.

Requirements

Essential

• Previous experience in a Fleet, Transport, Logistics, or Administration role.
• Strong organisational skills with excellent attention to detail.
• Experience maintaining accurate records and managing multiple priorities.
• Good understanding of vehicle administration and compliance processes.
• Experience reviewing invoices, costs, and financial information.
• Strong Excel and Microsoft Office skills.
• Excellent communication and stakeholder management skills.
• Ability to work independently and as part of a team.

Desirable

• Experience managing or administering HGV fleets.
• Knowledge of Operator Licence requirements and transport compliance.
• Experience using fleet management systems.
• Understanding of vehicle maintenance schedules, defect reporting, and driver licence checking.
• Experience working within a multi-site operational environment.
• Knowledge of fleet budgeting and cost control.

Benefits

What’s in it for you?

• 25 days of annual leave plus bank holidays
• Life assurance equivalent to 2x your yearly salary
• Five weeks of occupational paid sick leave for added security
• Extended leave policy for greater flexibility
• Free parking at our Head Office and other depot locations
• Unlimited coffee and tea at our offices to keep you refreshed
• Clear career progression paths with development opportunities
• Strong leadership support to help you thrive
• Employee recognition scheme to celebrate your contributions
• Mental health and wellbeing support, including access to mental health first aiders