Role overview
- ID: 2024-5782
- Entity: Vistry Services
- Region: Vistry Services
- Department: People
- Contract Type: Permanent - Full Time
- Job Location: West Malling, Kent
- Date Posted: 12.06.2024
We have a fantastic opportunity for a Fleet Co-Ordinator to join our team within Vistry Services, at our West Malling, Kent office. As our Fleet Co-Ordinator, you will report to the Fleet Manager and this role will manage the end-to-end life cycle of the Vistry company car fleet, which is approximately 1200 vehicles and cash allowance payments to eligible employees.
The Fleet Co-Ordinator will work on a variety of projects related to the Vistry fleet and actively review processes and procedures. The post holder will also assist with partner relationships with the fleet providers, manage systems upkeep and HMRC compliance for the payrolling of benefits in kind.
We are pleased to say, this role can accommodate agile working arrangements.
- Let's cut to the chase, what's in it for you...
- Competitive basic salary and annual bonus
- Agile working possible (dependent on role)
- Up to 33 days annual leave plus bank holidays
- Private Healthcare
- Enhanced maternity, paternity and adoption leave
- Competitive contributory pension scheme
- Life assurance – 4 x your annual salary
- Share incentive schemes
- Employee rewards portal with many more benefits...
- In return, what we would like from you...
- Behave in line with our company values – Integrity, Caring and Quality
- Experience in a fleet related role
- Have a good working knowledge of Microsoft office Word, Excel, Teams, and Outlook
- Good communicator both on the telephone and via e-mail or letter
- Demonstrate strong organisational skills, be self-motivated and be methodical in their approach to daily workloads
Desirable...
- Have worked with a large fleet of vehicles and a diverse workforce spread across the UK
- Be Flexible, adaptable and somebody who can work well under pressure, to tight deadlines and be a team player
More about the Fleet Co-Ordinator role...
- Respond to all employee queries in a timely manner received via the telephone, e-mail, or Teams as pertinent to their duties.
- Maintain all systems and spreadsheets relating to the functions within the Fleet team.
- Review and update the Company Car policy and Duty of Care for Drivers on company business policy.
- Ensure that the DUG page for Fleet related matters is up to date, easy to understand and informative. Suggest articles and topics for inclusion on these pages.
- Understand and keep up to date with HMRC legislation relating to company cars, company fuel, and payrolling benefits.
- Provide cover for colleagues during periods of absence.
- Any other duties required as relevant to the role or the team, including general administration and any other ad-hoc tasks or projects that occur.
- Work alongside our fleet provider to administer invites to join the scheme, advise on the process of how to order a new car and ensure the employee receives the Company Car policy.
- Assist the drivers with their orders and subsequent delivery of their Company car, including the collection or off hire of an existing vehicle.
- Undertake a new order check to ensure vehicle meets the standards set out within the Company Car policy once order downloaded from the Zenith portal.
- Manage the process for Trade Up / Down payments and deductions. Monitor and reconcile monthly.
- Manage the leaver trade up deduction charge and ensure reconciled for payroll cut off.
- Liaise with the fleet provider and employee for all new deliveries, book EOC collections and update all internal systems for relevant changes.
- Weekly update meetings with fleet provider to ensure full visibility of refurbishment updates as well as any fleet issues. Refer to Fleet Manager if communication falls
- short or matters need further attention.
- On confirmation of order authorisation, issue SDF (salary deduction forms) to drivers for new car deliveries and ensure returned in a timely manner.
- Advise drivers regarding the allocation of nominated drivers for the company car.
- Allocate new drivers for vacant cars, issue paperwork, update fleet provider, update all internal systems.
- Ensure all paperwork/documentation is issued and received. Update all internal systems with the new Bik and Cash Forgone information.
- Facilitate employee changes where they swap from having a Company Car to the car allowance or car allowance to Company Car in its entirety.
- Facilitate employee changes from non-entitlement to a graded role as well as internal grade changes that need processing.
- Check and update ResourceLink with all car benefit (BiK) changes from the weekly hire reports, new car delivery data, reallocations, and leavers.
- Monthly reconciliation of hire car invoices to allocate to appropriate driver and Business Unit. Provide coding and recharging information to the finance team by receipt date plus 7 working days.
- Maintain Vehicle file and Vehicle Details on Resourcelink system for all active company vehicles.
- Continual monitoring of Davis duty of care portal for any Company Car drivers that have been flagged as not completed or high risk. Flag to Fleet Manager in appropriate circumstances.
- Ensure all cars are returned from leavers by their leave date.
- Monitor progress of car through collection and repair/refurbishment.
- Monthly reporting on Resourcelink to include BIK/Sal Sac/LA and CA checking for employees as well as trade up/down checks.
- Manage Early Termination requests including liaison with lease providers to obtain costs, agreement from BU and communications to employee.
- Liaise with lease providers to obtain purchase costs if requested at EOC.
- Request download of salary sacrifice orders by the Fleet Manager.
- Undertake a NMW check and liaise with Fleet Manager to authorise order if appropriate.
- Advise employee if check not valid and assist in a re-order.
- Update internal logs with expected delivery dates.
- Receive monthly information from provider once delivery booked and ensure Resourcelink is fully updated with all relevant information.
- Allocate vehicle and post mileage rates to the employee for expense payments on Resourcelink.Monthly reconciliation of data