Fleet Coordinator

Role overview

Selecta is seeking a proactive and highly organised Fleet Coordinator to help manage the daily operation of its vehicle fleet, covering HGVs, vans, and company cars. The position focuses on keeping the fleet compliant, available, and cost-efficient while ensuring records are accurate and up to date.

In this role, you will be a central contact point for drivers, suppliers, and internal teams, supporting safe fleet operations and smooth coordination across the business.

About the company

Selecta delivers refreshment and convenience solutions for workplaces and public environments across large national networks. The business works with leading brands and places strong emphasis on service quality, innovation, safety, and customer experience.

Key duties

You will handle fleet administration, compliance monitoring, supplier coordination, financial checks, reporting, and ongoing process improvement. The role also involves helping with vehicle handovers, onboarding, transfers, disposals, and day-to-day issue resolution.

Fleet administration

• Keep vehicle, driver, and fleet information accurate and current.
• Manage allocations, new starter vehicle setup, transfers, replacements, and vehicle disposals.
• Maintain insurance, registration, servicing, maintenance, and compliance documentation.
• Support communication with drivers and administer fleet policies.
• Ensure the fleet system is maintained and ready for audit checks.

HGV compliance and operational support

• Assist with the administration of HGV operations and vehicle compliance.
• Track MOTs, servicing, inspections, road fund licences, and preventative maintenance schedules.
• Record defects, inspections, incidents, and corrective actions.
• Help with driver licence checks and wider driver compliance processes.
• Support Operator Licence compliance by keeping complete and accurate records.
• Liaise with maintenance providers to reduce downtime and keep vehicles roadworthy.
• Help prepare for compliance audits and provide supporting documentation when needed.

Supplier and driver support

• Act as a contact for leasing companies, maintenance suppliers, fuel card providers, recovery services, and manufacturers.
• Arrange repairs, deliveries, collections, and management of off-road vehicles.
• Respond to routine fleet and vehicle queries from drivers and managers.
• Support vehicle handovers, returns, and driver inductions.

Finance and reporting

• Check and confirm fleet invoices and supplier charges.
• Reconcile supplier statements and investigate any mismatches.
• Raise purchase orders and assist with invoice approval workflows.
• Track fleet spend and look for savings opportunities.
• Create reports on compliance, utilisation, maintenance, incidents, and costs.
• Analyse fleet information and prepare management updates to support decisions.

Continuous improvement

• Support fleet projects and business improvement work.
• Identify ways to improve compliance, efficiency, and cost control.
• Help introduce new fleet systems, tools, and processes.

Requirements

Applicants should bring experience in fleet, transport, logistics, or administration work, along with strong attention to detail and the ability to manage several priorities at once. A solid understanding of vehicle administration and compliance is important, as is confidence working with invoices, costs, and financial data. Good Excel and Microsoft Office skills are needed, together with strong communication and stakeholder management abilities. The role also requires someone who can work independently while contributing effectively to a team.

Desirable experience

Experience with HGV fleet administration, Operator Licence rules, fleet management systems, vehicle maintenance scheduling, defect reporting, driver licence checking, multi-site operations, and fleet budgeting would be an advantage.

Benefits

• 25 days of annual leave plus bank holidays.
• Life cover worth 2 times annual salary.
• Five weeks of paid sick leave for added protection.
• An extended leave policy for extra flexibility.
• Free parking at the head office and other depot sites.
• Unlimited coffee and tea at office locations.
• Clear career progression and development opportunities.
• Supportive leadership to help you succeed.
• An employee recognition programme.
• Mental health and wellbeing support, including access to mental health first aiders.

Workplace details

This is an on-site role based in Hemel Hempstead, England, United Kingdom.