Vehicle and Facilities Administrator

About the Role

The Vehicle and Facilities Administrator at RunRemote is responsible for the end-to-end management of a 50+ vehicle fleet and comprehensive facilities oversight. This role acts as a central coordinator for vehicle maintenance, insurance, compliance, facility repairs, and equipment inventory. Beyond internal asset management, the administrator serves as the first point of contact for customer enquiries, managing communication and service requests. The role is critical in driving operational efficiency, maintaining safety standards, and ensuring field teams have the support and resources needed to remain productive.

Requirements

• The ideal candidate will have at least five years of experience in administration, fleet management, or facilities coordination.
• You should possess a confident, professional phone manner and experience handling regular inbound customer calls.
• Strong organizational and time management skills are essential, along with a high level of accuracy and attention to detail regarding data entry and documentation.
• Proficiency in Microsoft 365, particularly Excel and Outlook, is required for this role.
• Candidates should have a proactive approach to problem-solving and the ability to work independently while collaborating across functional teams.
• Familiarity with fleet management or operational CRM systems is expected, as is a basic understanding of vehicle registration, insurance, and traffic compliance.
• Prior experience supporting a technical or trade-based workforce and a commitment to continuous improvement are highly valued.

Responsibilities

• You will be responsible for scheduling vehicle servicing, repairs, and inspections while managing fleet documentation such as registrations, insurance, and roadworthy requirements.
• Your duties include logging and prioritizing facilities maintenance requests, tracking tool and equipment allocations, and performing testing and tagging.
• You will handle daily inbound customer calls, manage service-related enquiries, and ensure prompt follow-ups.
• Financial responsibilities include reviewing supplier invoices against quotes and preparing regular reports on fleet costs, downtime, and operational activities.
• Additionally, you will build and maintain relationships with external service providers and contractors, facilitate vehicle onboarding and disposals, and identify recurring issues to recommend practical operational improvements.

Benefits & Perks

• This role offers a 100% remote working arrangement within a professional environment, providing clear pathways for long-term career development.