Fleet Administration Manager Full Time NEW

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.

Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values – Trust, Respect, Unity, and Empowerment.

About The Role:

Role Overview:

The Fleet Administration Manager plays a key role in the successful operation of the OCS UK & Ireland fleet. Leading a team of eight Fleet Administrators, you will manage the day ‑to-day delivery of core fleet processes including vehicle onboarding/offboarding, compliance, driver administration, telematics, penalty charges, maintenance support, and supplier coordination.

This is a leadership role which balances high‑level strategy with practical, on‑the‑ground support during peak periods and times of absence, requiring excellent organisational skills, strong attention to detail, and the ability to create structure and consistency in a fast ‑ paced environment. You will work closely with internal departments and external partners to ensure the fleet operates safely, efficiently, and in line with policy and legal requirements.

Strategic Responsibilities

This role plays a key part in shaping the long ‑term direction of the OCS fleet, contributing data insights and supporting wider transformation initiatives.

• Analyse fleet performance and cost trends to influence future fleet strategy.
• Support development of long-term fleet plans, including electrification and sustainability initiatives.
• Contribute to cross ‑functional projects focused on efficiency, compliance and operational excellence.
• Provide data ‑driven insights that influence fleet policy and investment decisions.
• Champion continuous improvement and modernisation within fleet administration

TEAM LEADERSHIP AND PERFORMANCE

• Lead, coach, and develop a team of Fleet Administrators, including regular 1:1s, objective setting and performance reviews.
• Create a positive, supportive team culture with a focus on accuracy, service delivery, and continuous improvement.
• Monitor team performance against KPIs and service levels, identifying improvements where required.

OPERATIONAL AND COMPLIANCE MANAGEMENT

• Ensure accurate and timely maintenance of all vehicle records, including allocations, new starters, leavers, and disposals.
• Oversee driver license checks, grey fleet compliance and insurance documentation.
• Manage tolls, congestion charging, penalty charge notices (PCNs) and notices of intended prosecution (NIPs).
• Support accident management administration and ensure processes are followed consistently.
• Maintain compliance with OCS policies, legal standards and audit requirements.

SYSTEMS AND DATA

• Oversee use of fleet systems including telematics, tracking, fuel cards, fleet management software, and license checking.
• Ensure high data accuracy across all platforms and promote best practice within the team.
• Produce regular reports for key stakeholders, highlighting risks, trends and opportunities for improvement.

SUPPLIER AND STAKEHOLDER ENGAGEMENT

• Act as a key point of contact for both internal vehicle users managing a ticket-based system and external partners including leasing partners, supplier dealerships and fuel providers
• Support operational teams with queries, ensuring timely and professional service.
• Manage vehicle logistics, including collections, deliveries and repairs.
• Raise purchase orders, reconcile invoices and support financial accuracy for fleet spend.

In order to be successful within this role you will have:

• Strong administration background with excellent attention to detail.
• Strong leadership experience, managing people in a high ‑volume administrative or operational environment.
• Confident communicator able to work with multiple internal and external stakeholders.
• Proven ability to prioritize workload, work under pressure, and maintain accuracy.
• Experience using Microsoft Office, especially Excel.
• High integrity, reliability and a proactive, solutions ‑focused mindset.

Desirable

• Previous experience in fleet, transport, logistics, or similar operational environments.
• Knowledge of telematics, fuel card systems, license checking systems, or fleet management tools.
• Understanding fleet compliance requirements (PCNs, insurance, duty of care).

Why join OCS?

⭐ OCS are ranked 36th on Glassdoor’s Best Companies to Work For in 2025, reflecting our dedication to building a supportive workplace where our colleagues feel valued and motivated.

🍲 Our Catering team offers breakfast and lunch services at our Ipswich head office, along with free coffee, hot chocolates and a replenishable fruit basket.

🚀 We believe in investing in our colleague’s futures. The OCS Academy provides a range of courses and resources that will allow you to grow your personal skills and advance your career

🙂 With our Hapi app, you can gain access to exclusive discounts, rewards and wellbeing resources.

How to Apply:

If you are interested in joining a business that encourages professional development, career progression and the chance to work with inspirational people then please click apply and register your interest! You can also sign up to our job alerts when registering which will notify you when other suitable vacancies are available.

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.