Job Description:

Job Title: Fleet, Facilities & Compliance Manager

Location: Hayes, Middlesex

Salary: £45,000–£55,000 per annum, dependent on experience

Type: Permanent, Full-Time

Benefits: Company vehicle

Overview

We are looking for an experienced Fleet, Facilities & Compliance Manager to take ownership of the day-to-day management of a company fleet of approximately 100 vehicles, alongside facilities maintenance and health and safety administration.


Key Responsibilities

Fleet Management & Administration

• Manage the full vehicle lifecycle, including acquisitions, allocations, de-allocations, sales and disposals.
• Maintain accurate vehicle records and central control of vehicle keys.
• Administer fleet breakdown policies and fuel card accounts.
• Review monthly fuel transactions, investigate anomalies and report discrepancies.
• Maintain MOT, servicing and repair schedules, arranging bookings and coordinating vehicle movements.
• Ensure all maintenance, service and repair records are accurate and up to date.
• Coordinate accident and breakdown responses, including recovery, repairs and insurance claims.
• Monitor fleet expenditure, recurring defects and unnecessary costs.
• Oversee vehicle allocations and driver-related documentation.

Fleet Safety & Vehicle Checks

• Oversee company vehicle inspections and planned fleet checks.
• Ensure defects are recorded, investigated and followed through to resolution.
• Immediately escalate safety-critical defects and ensure affected vehicles are not used until repaired.
• Monitor driver and vehicle checks, following up on overdue inspections.
• Liaise with operational managers regarding vehicle damage, roadworthiness and driver compliance.

Handyman & Facilities Management

• Directly supervise the company handyman, managing workloads and prioritising tasks.
• Schedule, allocate and monitor maintenance jobs, ensuring work is completed to the required standard.
• Review completed job cards, vehicle inspection forms and supporting records.
• Oversee general repairs and maintenance across company premises.
• Arrange specialist contractors where required.
• Monitor work quality, productivity and outstanding maintenance issues.
• Address performance concerns and provide regular feedback.

Health & Safety Compliance

• Coordinate the day-to-day administration of company health and safety procedures.
• Act as the main internal contact for external health and safety advisers.
• Ensure accidents, incidents and near misses are recorded, investigated and followed up.
• Coordinate risk assessments and method statement reviews.
• Maintain accurate and up-to-date compliance documentation.

Systems, Reporting & Improvements

• Review existing fleet, facilities and health and safety records, identifying gaps and areas for improvement.
• Develop and implement effective systems for fleet management, maintenance scheduling and compliance tracking.
• Produce monthly management reports covering fleet performance, vehicle defects, accidents, fuel costs, handyman workload and compliance.

Skills & Qualifications
Essential:

• Previous experience in fleet management, facilities management or a similar operational management role.
• Experience managing a large vehicle fleet, ideally 75–100+ vehicles.
• Strong organisational and administrative skills with excellent attention to detail.
• Good understanding of vehicle maintenance, MOTs, servicing, repairs and breakdown management.
• Experience coordinating contractors, suppliers and maintenance schedules.
• Strong IT skills, particularly Microsoft Excel and record management systems.
• Good understanding of health and safety compliance and documentation.
• Experience managing staff and overseeing workloads.

Desirable:

• Experience managing CHAS and SafeContractor accreditations.
• IOSH or NEBOSH qualification.
• Experience managing fuel cards, fleet insurance and breakdown policies.
• Previous experience coordinating accident investigations and insurance claims.
• Knowledge of risk assessments, RAMS and subcontractor compliance.

Key Objectives
Maintain accurate fleet records and ensure MOTs and servicing are completed on time.
Ensure vehicle defects are identified and resolved promptly.
Complete monthly fuel card reconciliations and investigate discrepancies.
Ensure handyman workloads and maintenance tasks are properly managed.
Maintain health and safety records and ensure accreditation renewals are completed on time.
Produce clear monthly reports and continually improve fleet, facilities and compliance processes.