Fleet Administrator

Ready to support a busy nationwide fleet operation?

Wills Bros Group is seeking an organised and proactive Fleet Compliance Administrator to provide day-to-day support to our fleet manager.

This is a full-time, office-based role in our Sallins office.

The successful candidate will help maintain accurate fleet records, coordinate vehicle documentation, support servicing and compliance activities, and respond to queries from drivers, suppliers and project teams.

We are looking for a reliable, detail-focused administrator with experience in fleet, transport, logistics, construction, procurement or a similarly fast-paced operational setting.

Experience with organisations managing large leased commercial vehicle fleets is particularly relevant.

Key Responsibilities

Fleet & Vehicle Compliance

Maintain accurate and up-to-date fleet and vehicle compliance records.

Monitor and update driver licence information, CPC certificates and other required driver documentation.

Support compliance with relevant transport legislation and company requirements.

Maintain records for company vehicles.

Monitor vehicle documentation and follow up on outstanding or expired information.

Assist with internal and external fleet/compliance audits.

Maintain clear records for audit and compliance purposes.

Coordinate vehicle inspections and driver walk-around checks.

Review reported vehicle defects and ensured issues are followed up appropriately.

Liaise with drivers, leasing companies, maintenance providers and internal teams regarding vehicle issues.

Coordinate repairs relating to breakdowns, punctures, defects and other maintenance requirements.

Book vehicles in for servicing, inspections, maintenance and repairs.

Follow up on outstanding repairs and ensure actions are recorded and closed.

Coordinate vehicle collections and related bookings.

Maintain fleet systems and ensure vehicle information remains accurate and current.

Manage and update information relating to fuel cards, telematics and fleet maintenance records.

Maintain electronic fleet files and documentation using SharePoint and Excel.

Prepare action reports and track outstanding fleet issues.

Produce and maintain Excel trackers.

Support onboarding and offboarding activities relating to vehicles, drivers, fuel cards and fleet documentation.

Liaise with drivers, lease providers, workshops and other internal departments.

Experience & Skills

Essential

Previous experience in fleet administration, fleet compliance, transport administration or operations administration role.

Strong administration and record-keeping skills.

Excellent knowledge of Microsoft Excel, including the ability to work with trackers, reports and large amounts of information.

Experience using SharePoint essential.

Strong attention to detail with the ability to coordinate multiple vehicle bookings, maintenance requirements and outstanding actions.

Excellent communication skills with the ability to follow up with drivers, suppliers and internal teams.

Strong organisational skills and a proactive approach to resolving issues.

Fluent English essential with a professional manner.

Desirable

Experience working with large volume vehicle fleet.

Previous experience with fleet management or maintenance systems.

Experience with telematics systems and fuel card administration.

Knowledge of vehicle compliance requirements and driver documentation.

Previous involvement in fleet or compliance audits.

Experience coordinating vehicle servicing, inspections, repairs and collections.

Experience within a large vehicle fleet environment would be advantageous.

Experience within organisations operating large commercial, leased vehicle fleets would be particularly relevant.

Systems & Technical Skills

Microsoft Excel

SharePoint

Fleet management systems

Telematics platforms

Fuel card systems

Vehicle maintenance/servicing systems

Reporting and action trackers

Excel PivotTables

Key Competencies

Excellent attention to detail

Compliance focused

Strong record keeping

Confident following up outstanding actions

Good communication and coordination skills

Ability to work across drivers, suppliers and internal departments

Proactive problem solving

Strong organisational and administrative skills

Why Join Wills Bros?

Wills Bros is one of Ireland’s leading Tier 1 civil engineering main contractors, delivering major infrastructure and construction projects nationwide.

This is an excellent opportunity to join a growing organisation and build your experience while supporting an essential operational function across the business.

Please note: We are not accepting applications from recruitment agencies currently.

How to Apply:

Apply now or contact Paula Murphy at Wills Bros Ltd for a confidential discussion. Alternatively, email your CV to [email protected]

Pay: €32,000.00-€36,000.00 per year

Benefits

• Bike to work scheme
• Company events
• Company pension
• On-site gym
• On-site parking

Application question(s)

Do you have previous experience in fleet administration, fleet compliance, transport administration or operations administration?

Do you have practical experience using Microsoft Excel to maintain trackers, prepare reports and manage large volumes of information?

Are you available to work full-time, office-based in Sallins, Co. Kildare?

Have you used SharePoint to maintain electronic records and manage documentation in a previous role?

Language

Fluent English (required)

Work authorisation

* Ireland (required)

Work Location: In person