Operational Junior Manager - Fleet and Facilities

Overview

We are seeking an experienced and highly organised Fleet & Facilities Coordinator to oversee the effective management of fleet operations, facilities, administration, maintenance coordination, and support services. The successful candidate will be responsible for managing operational staff, ensuring efficient processes and systems, controlling costs, coordinating vendors, and maintaining high operational standards across fleet and facilities functions.

Key Responsibilities

Fleet Management

• Oversee all fleet administration, compliance, and operational activities.
• Manage fleet records, vehicle tracking reports, service schedules, licensing, registrations, and documentation.
• Coordinate vehicle servicing, repairs, inspections, and preventative maintenance programmes.
• Manage fleet assets, including vehicles, trailers, forklifts, bowsers, generators, fuel systems, fleet cards, tags, and keys.
• Monitor vehicle utilisation, fleet performance, and operational costs.
• Manage company vehicle fines, licensing, and regulatory compliance.
• Coordinate fleet procurement, vehicle acquisitions, replacements, and asset rotation.
• Maintain fleet cleanliness, condition, and operational standards.
• Manage fleet budgets and identify cost-saving opportunities.
• Liaise with service providers, suppliers, and operational teams.
• Handle escalations and provide recommendations to senior management.

Facilities Management

• Oversee facilities administration, maintenance, and operational support functions.
• Manage facility inspections, repairs, routine maintenance, and contractor activities.
• Coordinate procurement, stock control, and facilities-related purchasing.
• Manage office equipment, IT assets, printers, and facilities systems.
• Oversee office renovations, upgrades, and new facility projects.
• Ensure facilities meet operational, safety, and cleanliness standards.
• Manage service providers, contractors, and vendor relationships.
• Monitor facilities budgets and cost controls.
• Implement and improve facilities processes, systems, and procedures.

Staff Leadership & Supervision

• Lead and manage a team of operational administrative, facilities, housekeeping, and support personnel.
• Allocate work, monitor performance, and ensure quality standards are maintained.
• Provide coaching, development, training, and performance management.
• Support staff growth and continuous improvement initiatives.
• Manage available field staff based at the office when required.

Operational Administration

• Oversee physical and electronic filing systems, registers, and records.
• Ensure accurate document control and maintenance of operational information.
• Coordinate meetings, prepare agendas, and record meeting minutes.
• Manage general operational enquiries across departments.
• Create and maintain spreadsheets, reports, and performance records.
• Support scheduling of operational teams and resources.

Vendor, Systems & Process Management

• Manage supplier and contractor relationships.
• Review and improve fleet and facilities processes and procedures.
• Monitor and optimise system functionality and reporting tools.
• Ensure compliance with company policies and operational standards.
• Identify areas for operational improvement and efficiency gains.

Operational Support

• Assist with maintenance activities, projects, emergency call-outs, and stores operations when required.
• Provide support to operational departments to ensure continuity and efficiency.

Minimum Requirements

• Minimum 5 years'''' experience in an administration, operations, fleet, or facilities role.
• Minimum 2 years'''' experience in a management or supervisory position.
• Advanced proficiency in Microsoft Excel, Word, and Outlook.
• Good understanding of fleet management, facilities management, maintenance, stores, and operational processes.
• Strong computer literacy and ability to quickly learn new systems and software.
• Own reliable transport.

Key Skills & Competencies

• Fleet and Facilities Management
• Staff Leadership and Team Development
• Operational Administration
• Vendor and Contractor Management
• Budget Management and Cost Control
• Procurement and Asset Management
• Process Improvement and Systems Management
• Strong Organisational and Planning Skills
• Advanced Microsoft Office Proficiency
• Data Management and Reporting
• Record Keeping and Document Control
• Problem-Solving and Decision-Making
• Communication and Stakeholder Management
• Time Management and Prioritisation
• Attention to Detail
• Adaptability and Flexibility
• Ability to Work in a Fast-Paced Environment
• Strong Sense of Urgency and Accountability

Ideal Candidate

The ideal candidate is a hands-on operations professional with strong fleet and facilities management experience, proven leadership ability, and excellent organisational skills. They will be comfortable managing multiple priorities, leading teams, controlling budgets, improving processes, and ensuring that operational resources, facilities, and fleet assets are maintained to the highest standards.