Fleet Administrator

Fleet Administrator

Location: Birmingham / West Midlands
Job Type: Full-Time, Permanent
Company: LTR

About Us

LTR is Birmingham’s largest textile collection company, committed to sustainability and giving second-hand goods a new life. Our fleet plays a vital role in servicing retail and charity shops across the region, ensuring efficient collections and smooth daily operations.

We are now seeking a highly organised, proactive and communication‑focused Fleet Administrator to support our Fleet Manager and Operations Director, act as the central point of contact for drivers, and help maintain the accuracy and efficiency of our collection network.

The Role

This role is ideal for someone who is organised, confident using computers, and comfortable communicating with both internal staff and external retail partners. You will act as the intermediary between fleet drivers and the Fleet Manager, ensuring smooth daily operations, accurate reporting, and timely communication.

You will monitor van weights, collection volumes, shop payments, missed collections, and inbound shop calls. You will also support some light e‑commerce activity such as listing products online when required.

This position suits someone who enjoys structured administrative work, problem-solving, and keeping operations running smoothly.

Key Responsibilities - Fleet & Driver Coordination

• Report directly to the Fleet Manager and occasionally the Operations Director.
• Act as the primary communication link between drivers and management.
• Receive and relay driver updates, issues, delays, and operational concerns.
• Inform management immediately of missed shop collections or route problems.
• Monitor daily driver performance, route completion, and collection accuracy.

Collection Monitoring & Reporting

• Track van weights, daily collection totals, and shop-by-shop volumes.
• Record and verify how much each shop has produced and how much has been paid.
• Maintain accurate logs of collections, weights, discrepancies, and missed pickups.
• Produce daily/weekly reports for the Fleet Manager and Operations Director.

Retail Shop Liaison

• Handle inbound calls from retail and charity shops.
• Respond to shop queries regarding collections, missed pickups, payments, or scheduling.
• Maintain positive relationships with shop staff and ensure professional communication.
• Update shops on collection times, delays, or operational changes.

Administration & Record Keeping

• Maintain fleet documentation, driver logs, collection sheets, and compliance records.
• Ensure all data is accurate, up-to-date, and stored correctly.
• Support the Fleet Manager with scheduling, route adjustments, and operational planning.

E-Commerce Support (Occasional)

• Assist with basic online product listing when required.
• Enter product information, prepare listings, and support the e-commerce team during busy periods.
• Help ensure products are accurately recorded and processed.

What We're Looking For

We are particularly interested in people who:

• Are organised, reliable, and confident communicating with drivers and shop staff.
• Can work independently and handle fast-paced operational environments.
• Have strong attention to detail and accuracy in reporting.
• Are comfortable using computers, spreadsheets, and internal systems.
• Can manage multiple tasks and prioritise effectively.
• Are confident on the phone and able to handle inbound shop calls professionally.
• Enjoy structured administrative work and problem-solving.

Experience

Experience in any of the following is beneficial:

• Fleet administration
• Transport or logistics coordination
• Customer service or shop liaison
• Data entry or record keeping
• Warehouse or stock control
• E-commerce or online product listing
• Using spreadsheets, databases, or route-planning systems

However, full training will be provided.

Desirable Skills

• Strong communication skills
• Good computer literacy (Excel / Google Sheets)
• Ability to analyse data and spot discrepancies
• Knowledge of Midlands geography (bonus)
• Experience working with drivers or fleet teams
• E-commerce listing experience (bonus)

Benefits

• Competitive salary
• Performance bonus opportunities
• Optional overtime
• Company pension scheme
• Casual dress code
• Employee access to second-hand goods
• Ongoing training and career development
• Supportive, sustainability-focused workplace

Who This Job Would Suit

This role is ideal for someone who has worked in:

• Fleet administration
• Transport coordination
• Customer service
• Retail operations
• Data entry or office administration
• Logistics or warehouse support

It would also suit someone who enjoys structured tasks, communication, and keeping operations running smoothly.

Job Type: Full-time

Pay: £26,000.00-£26,500.00 per year

Benefits:

• Company pension

Experience:

• Driving: 1 year (required)
• Delivery driver: 1 year (required)

Licence/Certification:

• Driving Licence (required)

Work Location: On the road