Fleet Operations Executive

Is responsible for the day-to-day management, coordination and continuous improvement of the company vehicle fleet, ensuring services are delivered efficiently, compliantly and in line with company policies. It manages end-to-end fleet processes, including fleet administration, supplier coordination, compliance activity, data and record management, and operational support. Acting as a key point of contact for employees, managers, suppliers and external partners, the role builds effective working relationships and delivers a consistently high standard of service.

• Manage the day-to-day operation and administration of the company vehicle fleet, ensuring records remain accurate, compliant and up to date.
• Manage the end-to-end vehicle lifecycle, including vehicle orders, allocations, deliveries, replacements, transfers and returns, and administer company vehicle policies and procedures.
• Manage fleet-related queries through shared inboxes and other communication channels, maintain vehicle, driver, insurance, maintenance and supplier records, and manage fleet-related invoices, purchase orders, employee recharges and supporting documentation.
• Coordinate servicing, maintenance, repairs and vehicle downtime with suppliers and drivers, and coordinate vehicle incidents, insurance claims, damage recovery, accident management, fines, penalties and charges within required deadlines.
• Act as the primary point of contact for fleet-related matters, providing guidance to employees and managers, coordinating with suppliers, taking ownership of issues through to timely and effective resolution
• Proactively managing stakeholder expectations and delivering regular fleet communications and updates.
• Build and maintain strong working relationships with colleagues across People, Finance, Procurement and other business functions, and develop effective partnerships with leasing providers, insurers, maintenance suppliers and external service providers.
• Maintain fleet management systems, databases and operational records, produce regular and ad hoc fleet reports, dashboards and management information, and analyse fleet data to identify trends, risks, cost pressures and opportunities for operational improvement.
• Develop and maintain Excel-based reporting tools and trackers, monitor fleet utilisation, operational performance, supplier service levels and associated costs, and support budgeting, forecasting and cost-control activities through accurate reporting and analysis.
• Ensure fleet activities comply with company policies and regulatory requirements, coordinate driver licence verification and compliance monitoring, maintain audit trails and documentation, monitor key compliance activities, escalate risks and support internal audits and governance reviews.
• Identify opportunities to improve fleet processes, service delivery and operational efficiency, support the implementation of new systems, initiatives and process enhancements, use stakeholder feedback and operational data to recommend improvements, contribute to wider business projects
• Promote continuous improvement, collaborate with colleagues on strategic, business and operational plans, act as an ambassador for the RFU and its values, and undertake other duties consistent with the post and organisational needs.

• Proven experience in a fleet operations, administration, coordination or business support role.
• Strong stakeholder management skills with the ability to build effective relationships at all levels.
• Experience managing external suppliers and service providers.
• Excellent organisational skills with the ability to prioritise and manage multiple activities simultaneously.
• Strong customer service mindset with exceptional communication skills.
• Advanced Microsoft Excel skills, with experience of working with large volumes of data and presenting clear, evidence-based findings and recommendations.
• Experience producing management information, reports and operational analysis.
• Strong attention to detail, with a consistent focus on data quality and accuracy.
• Proactive problem-solving skills, with the ability to work independently, exercise sound judgement and take ownership of issues through to resolution.
• Ability to handle confidential and sensitive information appropriately.
• Demonstrate commitment to embodying the organisation's culture through its three core values: Put the Team First, Shape the Future and Respect Each Other.
• Demonstrate commitment to actively contributing to and building an inclusive culture in day-to-day behaviour.

• Experience within fleet management, vehicle leasing, transport or automotive operations.
• Experience using fleet management systems and reporting tools.
• Understanding of fleet compliance and vehicle governance requirements.
• Experience supporting operational improvement projects and process enhancements.

• Contractually based at Allianz Stadium, with some flexibility to work from home.
• Full-time role covering 35 hours per week.

• A variety of corporate discounts.
• Priority access to purchase match tickets.
• 25% discount in Rugby Store and EnglandRugby.com.
• 25 days of annual leave.
• Your birthday day off.
• Free access to the stadium gym.
• Life assurance of 4x your basic salary, income protection scheme and Employee Assistance Programme offering anonymous and confidential emotional and practical support 24/7.
• Pension Scheme; the RFU will double match your individual contribution up to 10% of salary.
• Ride-to-work scheme, eyecare vouchers, season ticket loans and more.
• Access to a personal coaching platform providing same-day one-to-one coaching.

The organisation is working to make rugby a more inclusive space and values This Rose Means Everyone: Put the Team First, Shape the Future, Respect Each Other.