Fleet Administrator - Cambridge

Fixed-term contract for 18 months (with possible renewal).

Salary Range: £28,000 - £32,000 per annum.

Oxford Archaeology is one of the largest independent archaeological practices in Europe. Our size and reputation ensure that we work on the most exciting and varied range of projects and can offer real opportunities for long term employment and career development. 

An exciting opportunity to provide day-to-day administrative support for fleet operations, ensuring accurate record-keeping, legal compliance, and efficient coordination of fleet-related processes through the Fleet Management System (FMS), telematics portal, and associated tools.

Please note this role requires occasional short travel to our Oxford and Lancaster offices to meet with other Fleet Administrators, supporting alignment of processes and fostering collaboration across locations. Training on Fleet Management Systems and telematics tools will be provided.

Key Responsibilities

1. Vehicle Records & Compliance Administration

• Maintain accurate records for all fleet vehicles (MOT, insurance, service schedules, defect logs, mileage, fuel cards, telematics data, contract hire agreements).

• Monitor expiry dates and schedule bookings for vehicle services, repairs, and MOTs.

• Administer the maintenance and replenishment of vehicle safety kits (First Aid, Vehicle Kit, Spill Kit).

• Support incident reporting and insurance claims by collating required documentation.

2. Supplier & Cost Administration

• Track vehicle hire contract start and end dates.

• Liaise with contract hire providers for vehicle delivery, collection, and off-hire inspections.

• Coordinate with telematics provider for device installation/removal and key fob supply.

• Raise purchase orders, process invoices, and reconcile costs against quotes.

• Manage fuel card issuance/cancellation, PIN distribution, and report lost/stolen cards; code fuel card invoices.

3. Driver Support

• Maintain driver records and conduct licence checks.

• Prepare induction packs and track policy acknowledgements.

• Schedule driver inductions and training sessions.

• Manage telematics key fob stock, online setup, and distribution to drivers.

• Log fines and recharges for internal processing.

• Arrange delivery and collection of vehicles from service and repair workshops.

4. Data & Reporting

• Notify head office of vehicle incidents and support insurance claims by collating documentation.

• Export telematics reports (e.g., speeding alerts, idling) for management review.

• Track and report carbon emissions.

• Generate fleet reports as required (KPIs, CO₂ emissions, vendor tracking).

5. General Administration

• Act as a point of contact for fleet-related queries; triage Fleet inbox requests.

• Maintain shared Outlook folders and ensure organised record-keeping.

Skills & Experience

Required:

• Administrative and organisational skills with attention to detail.

• Proficiency in MS Office (Excel, Word, Outlook).

• Good communication skills for liaising with suppliers and internal teams.

• Ability to maintain accurate records.

Desirable:

• Basic understanding of vehicle compliance requirements (MOT, insurance, servicing).

• Experience using Fleet Management Systems and telematics platforms.

• Experience in processing invoices and purchase orders.

• Previous experience in a fleet or transport administration role.

• Familiarity with fuel card management and telematics reporting.

Employee Benefits:

· Competitive, constantly benchmarked, salary range £28,000 - £32,000 per annum: appointments will be made based on demonstrated ability, previous experience and CIfA membership if appropriate.

· A company pension scheme with 6% employer contributions. Employees with 10 years of employment or in project management roles gaining access to the Local Government Pension Scheme (LGPS), which is one of the few remaining defined benefit schemes in the UK.

· Continued professional development is strongly encouraged through a very supportive approach to further training and education, attendance of and contribution to conferences, and involvement with academic institutions.

· Generous annual leave with starting at 21 days (depending on years of service) including concessionary days at Christmas plus Bank Holidays.

· A generous hybrid working policy is in place, dependant on role, and a considerate approach is taken to flexible and part-time working where appropriate to the role, individuals’ personal circumstances, and the needs of the business.

· We pay 100% of CIfA subscription fees.

· Comprehensive care for employee welfare through a number of policies, including: the AXA Health Employee Assistance Programme (EAP) Premier, generous paid sick leave, a network of mental health first aiders, and personal accident insurance.

· Cycle to work scheme.

For further information about the role, please contact Jonathan Baker (Fleet Transformation Manager) at jonathan.baker@oxfordarchaeology.com

If you would like to be part of a respected and established organisation, please apply by completing the application form:

Please submit a CV with your application.

Closing Date: Friday 30th January 2026

Interviews will take place w/c 9th February 2026

Oxford Archaeology is an Equal Opportunities employer. All applications are judged on the relevant skills and experience of the candidate, and not by gender, sexual orientation, marital status, religion, belief, age, nationality (other than where work permits may be required), or ethnicity. You must meet the UKBA requirements to live and work in the UK.

Registered Charity No. 285627; Company Registration No. 1618597