Fleet Coordinator

Pawsome Careers - Make Every Day Meaningful

Come and join us as a proactive and purpose‑led Fleet Coordinator and be part of something life‑changing - helping people with sight loss live the life they choose.

As a Fleet Coordinator at Guide Dogs, you'll provide vital administrative and operational support to ensure the smooth running of our vehicle fleet. Coordinating vehicles, drivers, suppliers and fleet services, you'll help maintain compliance, support operational efficiency and deliver excellent service to colleagues across the organisation. The Fleet Coordinator will be an expert in high volume administration, customer service and stakeholder coordination. Our Fleet Coordinator plays a huge part in ensuring everything we do enables us to deliver on our purpose and exceed expectations.

This role can be based at either our Reading office or our National Centre near Leamington Spa and is offered on a hybrid basis, with a minimum of two days per week spent on site. The role requires occasional travel and a flexible approach to hours to meet operational needs.

This is a full-time role, working 35 hours per week, Monday to Friday, 9am to 5pm.

Key Responsibilities

• Coordinate the day-to-day administration of the Guide Dogs vehicle fleet, ensuring records, systems and documentation are accurate and up to date.
• Monitor fleet compliance requirements, including MOTs, vehicle tax, insurance, servicing and driver licence checks, ensuring all deadlines are met.
• Act as a key point of contact for drivers, providing support and resolving vehicle-related queries efficiently.
• Coordinate vehicle deliveries, collections, transfers, maintenance, repairs and replacement vehicles to minimise disruption to operations.
• Build strong relationships with suppliers, fleet partners and internal stakeholders, ensuring a high standard of service is maintained.
• Produce fleet reports, maintain financial records and support invoice, purchase order and expenditure processes.
• Contribute to fleet projects and continuous improvement initiatives, while providing general administrative support to the Fleet and Procurement teams. 

You

You'll have an organised, proactive and customer-focused approach to coordinating fleet operations and administration. You'll enjoy working in a busy environment where priorities can change, with a dedicated focus on providing excellent support and ensuring compliance, whilst being committed to delivering a high-quality service to colleagues, drivers and suppliers. You'll act with integrity and honesty in everything you do

Skills and Competencies

• Educated to A level standard (QCF Level 3 / SQCF Levels 6-7)
• Achievement of 5 GCSE passes or equivalent with at least a grade C or 5 in Maths & English (QCF level 2 / SQCF level 5).
• Full UK Driving Licence with fewer than 6 penalty points.
• Experience in an administrative or coordinator role.
• Experience managing multiple tasks and priorities in an organised manner within a busy environment.
• Experience in a customer service-related role, preferably involving telephone interaction
• Experience maintaining accurate records and databases.
• Experience dealing with customers, colleagues or suppliers.
• Awareness of the importance of compliance and data protection.
• Basic understanding of vehicle fleet operations and driver management.
• Computer literate with proficient Microsoft Office skills including ability to use excel formulas.
• Excellent verbal and written communication skills including professional telephone manner.

Benefits

We wouldn’t be able to change the lives of people with sight loss without our people. That’s why it’s important for us to provide a variety of benefits that reward our colleagues in a way that suits them and recognises the hard work and contribution that they make.

• 26 days annual leave. After three years of continuous employment, this increases to 28 days plus bank holidays.
• Real Living Wage Employer
• Flex pot - equal to a proportion of your annual salary to use on our wide variety of flexible benefits
• The option to buy and sell annual leave
• Discounts and cash-back scheme
• Excellent pension scheme (We will match your pension contributions plus 2% up to a maximum of 9% employer contribution)
• And lots more!

For high volumes of applications, we reserve the right to close adverts earlier than advertised.

Our Commitment to Diversity and Inclusion

Behind Every Guide Dog Is Someone Like You - We’re passionate about creating an inclusive workplace that celebrates and values diversity. Bring your whole self to work regardless of age, disability, gender identity or reassignment, marital or civil partner status, pregnancy or maternity, race, nationality, ethnic or national origin, religion or belief, sex or sexual orientation. We don’t want you to ‘fit’ our culture, we want you to enrich it. 

How to apply

Further details on the full role are attached below. When you are ready to apply, submit an online application form via this page.  Please note - If you are successful you will need to provide evidence of your right to work in the UK via our digital ID checking supplier.  We cannot offer visa sponsorship at this time.

As part of your application ensure you provide evidence and examples of how your skills & experience meet the criteria as set out in the attached job description. You will also be asked to complete a few job-specific questions, so please be prepared to write your answers to these questions.

If you choose to use AI tools to assist in completing your application, please use them appropriately.  We value authenticity. If you want to stand out, using a generic AI-generated response isn’t going to separate you from the crowd. This is your time to shine and showcase your unique skills, personality, and thought processes!  You can find our full statement on the use of AI to complete applications on our careers website.

If you would like to have an informal conversation about the role before applying, or require any accessibility support to apply, our friendly recruitment team is ready and waiting to help. Call them on 0118 3540345 or drop an email to [email protected].

Safer recruitment

Guide Dogs follow Safer Recruitment practices to ensure we are safeguarding the vulnerable people we work with. As part of this, we require a full work history with any gaps accounted for & a minimum of 2 professional referee details fully covering the past 5 years. If you are applying for a disclosure role, please note that you will be required to undergo an enhanced DBS check and sign up to the DBS update service.

At Guide Dogs, we believe in fair and equitable hiring practices. A criminal record will not automatically disqualify an applicant from consideration for a position. Each case will be evaluated individually. We encourage all candidates to disclose relevant information, and we assure you that it will be handled confidentially and fairly.