Office Administrator- Birmingham Depot

Petit Forestier UK Ltd
Tamworth, Staffordshire
10 Jul 2019
24 Jul 2019
Contract Type
Full Time
We are a leading refrigerated vehicle rental company, with extensive operations both in the UK and across Europe and North Africa. Our fleet ranges from small refrigerated vans to larger vans, up to tractor units and trailers.

JOB PROFILE Administrative Assistant

Job Title Administrative Assistant

Reporting to Assistant Depot Manager, Depot Manager

Summary of the role's main purpose

To assist the Depot in all operational aspects of the depot rental function.

Principal Accountabilities

1.To assist in the management of day to day operations of the rental and contract fleet.

2.To ensure all rental documentation is correctly completed.

3.To ensure all vehicle damage is progressed as per company procedures.

4.To liaise with credit control and investigate and respond to customer invoice queries.

5.To complete general administration tasks - eg. updating customer insurances, vehicle mileages, tachograph analysis and various fleet reports.

6.Maintain and reconcile daily, weekly and monthly fleet reports on the fleet management system.

7.To deputise for the Assistant Manager in their absence.

8.To assist in the achievement of depot revenue targets in line with company budget.

9.To actively promote depot growth by participating in sales initiatives, capitalising on sales opportunities and delivering excellent customer service.

10.To assist in managing driver resource on a daily basis including all legal requirements.

11.To assist in minimising the off-road time for all vehicles and compliance to O Licence regulations.

Measures of Success

*Achievement of revenue targets.

*Fleet utilisation, various P&L figures and KPIs.

Resources Available to the Job-Holder

·Dedicated Rental Fleet

·On site driver/valeters

·Central Maintenance control

Level of Decision-Making Authority

POWERS DEVOLVED: Decisions the jobholder can take.

*Vehicle allocation.

POWERS WITHHELD: Decisions which must be referred elsewhere.

*Vehicle procurement.

*Approval of changes to policies and procedures.

*Credit Notes issue

*Nomination of repair agents

*Depot purchased orders and consumables

*Authorisation of overtime

Key Technical Skills

*Operating knowledge of appropriate fleet management software.

Core Areas of Knowledge, Skills & Experience


*Effective verbal and written skills, coupled with strong decision making and problem solving skills.

*Commercial awareness.

*Excellent customer service skills.

*Current UK Driving Licence.

*Planning and administrating, communicating and influencing, accountability for results.


*Knowledge of Transportation and Logistics industry.

*Strong PC literacy.

*Understanding of vehicle maintenance

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