Fleet & Business Support Coordinator - Whiteley

Fleet & Business Support Coordinator

Reporting to: HR Manager

Salary: Competitive

Full time: 40 hours per week.

Job summary
Corrigenda are seeking a proactive and highly organised Fleet & Business Support Coordinator to provide essential support across fleet management and operational administration functions.

This dual-support role is responsible for the day-to-day coordination, compliance, and administration of Corrigenda’s vehicle fleet, alongside the accurate auditing and processing of engineer time, attendance, overtime, and time finalising.

Working closely with engineers, line managers, HR, finance, external fleet providers, and senior leadership, the postholder will ensure that fleet operations and business support processes are compliant, accurate, and efficiently managed.

This is a key coordination role requiring strong attention to detail, excellent organisational skills, and the confidence to liaise at all levels of the organisation.

Key Responsibilities Include
(but not limited to):

Fleet Coordination & Compliance
• Liaise with SMC and external fleet providers regarding PCNs, NOIPs, vehicle changes, servicing, and general fleet queries.
• Coordinate MOTs, servicing schedules, vehicle inspections, repairs, and damage reporting to ensure vehicles remain roadworthy and compliant.
• Administer fleet insurance processes, including adding/removing vehicles and drivers, and liaising with insurers regarding incidents.
• Monitor vehicle trackers and dashcams, liaising with Verizon regarding faults, updates, and issuing driving fobs.
• Manage PCN and NOIP processes, maintaining accurate and auditable records.
• Conduct monthly DVLA licence checks and monitor compliance prior to vehicle allocation.
• Carry out vehicle audits, dashcam audits, private use spot checks, and speeding reviews, escalating concerns where necessary.
• Coordinate vehicle ordering, assignment, delivery, and collection.
• Facilitate fleet inductions and ensure policies and declarations are completed and stored correctly.
• Maintain accurate fleet records across Planon, SAP, Verizon, SharePoint, and other internal systems.
• Prepare private mileage reports and submit accurate data to payroll (including CSV uploads and spreadsheet records).
• Provide first-line support for fleet-related queries and assist with SHE mailbox activity where required.
• Support investigations, audits, and compliance reviews requiring fleet data or evidence.

Business Support & Operational Administration
• Calculate, check, and amend time entries to ensure compliance with company procedures.
• Identify and track discrepancies, liaising with engineers and managers to resolve issues.
• Process overtime data via the company overtime application, ensuring alignment with approved trackers prior to payroll submission.
• Update and amend time records within the finance system as required.
• Excessive time checks and time finalising.
• Maintain high-quality administrative records across internal systems.
• Provide general administrative support to operational and engineering teams.

These responsibilities may be adjusted to reflect evolving operational requirements or project needs.

Knowledge, Experience and Skills:

Essential
• Strong IT skills, including Microsoft Excel, Word, and Outlook.
• Excellent written and verbal communication skills.
• Proven experience handling high volumes of administration.
• Exceptional attention to detail and accuracy.
• Ability to prioritise workload and meet deadlines.
• Confident communicator able to engage at all levels.
• Organised, resilient, and proactive approach.
• Full UK driving licence

Desirable
• Previous fleet coordination experience.
• Experience working with compliance-driven processes.
• Familiarity with Planon, SAP, or similar systems.