Fleet Hire Desk Assistant

Fleet Hire Desk Assistant

3 Months Contract 

8AM TILL 4PM 

Candidate must be experienced in public facing role using transaction type systems. Accuracy, attention to detail, flexibility and teamworking are essential to this business critical team.

Assists the Fleet Services Operations Supervisor and the Fleet Business Manager in all elements of the hiring operation including the Operation’s Team EV controlled assets.

Ensuring that the hire contracts managed by Fleet Services are provided to the requirements of the customer and contract, audit and financial compliance is maintained.

Incorporates Fuel/EV charge card duties for all user services.

DUTIES AND RESPONSIBILITIES SPECIFIC TO THIS POST:

Listed below are the responsibilities this role will be primarily responsible for:

• Co-ordinate and process on & off hire requests, allocation to authorised suppliers and provide the service in accordance with DCC policies and procedures.

• Utilising ‘off-pricing schedule’ protocols to allocate orders via further competitions in line with contractual and audit requirements.

• Consult with customers to ensure vehicles, site accommodation, skips, plant and equipment are provided to operational requirements and contractual compliance.

• Consult with suppliers to ensure vehicles, site accommodation, skips, plant and equipment are provided to contract specification/compliance and meet the requirements of the customer.

• Accurately and efficiently record vehicles, site accommodation, skips, plant and equipment hire data on to the Fleet Management System and record as required within a timely manner ensuring effective dataset processing, invoice settlement, query settlement, reporting and recharging.

• Liaise with Business Support to facilitate fuel fob allocation, including where changes are required due to exchanges.
• Monitoring and management of vehicle assets to ensure IFRS16 Leasing – Contract Agreements compliance. Working with suppliers and authorised hirers to ensure financial compliance whilst supporting operational requirements.

• Liaise with suppliers, authorised hirers, Fleet Workshops as appropriate to ensure all MOTs, LOLER, inspections, including post incident inspections etc are undertaken in line with contractual, audit and management requirements.

• Facilitate the updating of vehicles and road legal plant on DCC insurers Motor Insurance database, ensuring vehicles are updated on insurance in accordance with DCC policy and the 4th European Motor Insurance Directive. 

• Carry out vehicle inspections in accordance with DCC Policy and Procedures.

• Provide supporting information to Fleet Services Operations Supervisor and the Fleet Business Manager in relation to any non-compliance supplier, authorised hirer and H&S issues. Record on Fleet Management System in accordance with DCC policy and procedures.

• Provide supporting information to Fleet Services Operations Supervisor and the Fleet Business Manager in relation to damage investigations, accidents, incidents and supplier damage claims. Record on Fleet Management System in accordance with DCC policy and procedures.

• Support the Fleet Services Operations Supervisor and Fleet Business Manager in the administration of the fuel card and EV charge card service provision in line with DCC policy and protocols.

• Assist the Fleet Services Operations Supervisor and Fleet Services Business Manager with the provision of the Operation’s Team electric vehicle fleet to internal users including allocation of charge cards in line with DCC policy and protocols.

• Where appropriate, support the Fleet Services Operations Supervisor and Fleet Services Business Manager in the administration of the Supply of Non-Operated Plant & Equipment Contract.

• Raise jobs to recharge damage claims, fuel shortages, hire desk fuel cards, Operations Team controlled EV vans and other Fleet costs to user departments in line with Fleet Services procedures.

• When required provide support with the preparation of the hire contracts managed by Fleet Services.

• To provide cover in the absence of the Fleet Services Operations Supervisor, ensuring the hire desk service is efficiently facilitated, contractual compliance is maintained, daily hire reports are checked and addressed in accordance with DCC policy and procedures. 

• To provide administrative assistance and general office duties, associated with the Hire Desk provision, with a view to maintain a cost effective and efficient service.

• To ensure full compliance with ISO Quality System requirements and a high standard of customer care.  All employees are expected to actively promote continuous improvement in service quality and to be fully involved in the implementation of quality systems and techniques.

To carry out such other duties which may be allocated from time to time and which are commensurate with the grading of the post.

Interested Please apply