Fleet Manager

About Us

Choosing to work at Stef & Philips is about more than just having a job. All members of our team share the same goal: to help improve the lives of vulnerable people around the UK, by delivering safe, suitable homes and vital services for the homeless, backed by investors who care. This people-centred ethos is reflected in our company culture; we prioritise wellbeing, inclusion, and opportunity for all.

Our Journey so Far

Stef & Philips began life in 2006 as a traditional family-run lettings agent, servicing private tenants and landlords in North London. But the UK’s urgent need for good quality social housing had a profound impact on our Founder and CEO, Chris Philippou. In 2012 he acted on that need, and we now operate UK-wide with over 3800 accommodation units, 5500 tenants and counting.

By bringing together private investors, local authorities, charities and housing associations in a spirit of trust and a shared commitment to improving tenants’ lives, we’ve created a versatile, end-to-end model that delivers fit-for-purpose accommodation and services – a setting where people can begin to thrive again.

Our full service approach is unique. All work is carried out by dedicated in-house teams to ensure reliable, high-quality service.

The process begins with private or institutional investors looking for a positive social impact. Once we’ve helped them to source and acquire the right property, our construction arm remodels and refurbishes it to our exacting quality standards. We also sign a lease with the investor to handle lettings, management and maintenance, while protecting their capital and yields.

We believe everyone deserves a safe place to call home and right now though the UK’s housing crisis is getting worse, with homelessness forecast to double over the next 25 years. We’re committed to changing that trend, combining profit with purpose.

Our roots as a family business remain at the core of who we are, as do the values that go with it, and our commitment to helping vulnerable people get the housing help they need.

The Role

The Fleet Manager is responsible for the efficient and accurate management of all company vehicles, ensuring compliance with legal requirements, maintaining a seamless flow of fleet operations, and providing excellent support for drivers and internal teams. The role involves organizing services and repairs, managing vehicle documentation, and maintaining the fleet management system to ensure that the company’s fleet operates smoothly and efficiently.

Main Duties & responsibilities

• Arrange for the installation of vehicle trackers and dashboard cameras, coordinating with external providers to ensure timely setup and smooth operation for all fleet vehicles.
• Proactively schedule and book all MOTs, servicing, and maintenance for vehicles, ensuring compliance with legal requirements and that all vehicles are roadworthy.
• Use the Fleetcheck system to track upcoming MOTs, services, and renewals, ensuring all deadlines are met and relevant documentation is updated in real-time.
• Manage the collation, processing, and payment of all fixed penalty notices (FPNs) and penalty charge notices (PCNs) related to the fleet, ensuring timely resolution and proper documentation.
• Add new drivers and vehicles to the Fleetcheck system, ensuring accurate input of drivers' license details, vehicle information, and any updates required for compliance and tracking purposes.
• Complete and collate detailed accident reports for vehicles and drivers, maintaining accurate records and following up on any actions required as a result of incidents.
• Liaise with the company’s external garage partner to obtain repair quotes, arrange vehicle repairs, and ensure maintenance schedules are followed efficiently.
• Maintain open communication with the vehicle insurance company to ensure accurate coverage of all vehicles, reporting claims, and managing any insurance-related queries or issues promptly.
• Oversee the ordering, distribution, and administration of company fuel cards, ensuring that each driver has the necessary resources to perform their duties.
• Conduct thorough and regular vehicle inspections, logging any wear and tear or damage. Take action to arrange repairs where necessary and keep detailed records of inspection outcomes.
• Maintain a small stock of essential replacement vehicle parts such as wing mirrors, wiper blades, etc., ensuring that necessary items are always available for quick repairs.
• Complete and archive vehicle handover reports for both outgoing and returning vehicles, ensuring all necessary checks are completed and documented.
• Manage and update the vehicle keys log, ensuring all information regarding vehicle key assignments is accurate and up to date.
• Administer additional vehicle charges such as the Dart Charge, congestion charges, and other service fees, ensuring all charges are tracked and paid on time.
• Oversee the acquisition of new vehicles and disposal of older vehicles, considering factors like budget, fuel efficiency, and operational needs.
• Allocate vehicles to employees based on job requirements and ensure efficient vehicle utilization through real-time location tracking systems.
• Implement driver training programs to promote safety and fuel-efficient driving practices. Additionally, monitor driver behaviour and enforce company policies to ensure responsible vehicle usage.
• Work with heads of departments to ensure that they are planning the most efficient routes which reduces unnecessary driving and fuel waste.
• Negotiate discounted rates with repair shops by bringing them a steady stream of business from the company fleet.

Skills & Knowledge

• Excellent interpersonal skills, with the ability to communicate effectively and maintain appropriate professional boundaries
• Ability to prioritise workload and work effectively in a high-pressured environment
• Close attention to detail
• Previous experience in fleet administration or a related field is desirable.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Proficient in using fleet management systems such as Fleetcheck (experience preferred).
• Knowledge of vehicle maintenance and repair processes is beneficial.
• Strong team ethic, with the proven ability to work effectively and collaboratively within a team or independently with individuals at all levels
• Working on own initiative without close supervision and as part of a team
• Working flexibly in responding to the varying demands of the role in order to achieve agreed outcomes

Benefits

• 23 days leave, plus bank holidays
• Additional holiday days for long service – up to 28 days
• Celebration of tenure
• 3 years £500
• 5 years £1000
• 10 years £5000
• Private health insurance with Vitality
• Birthday off
• One well-being day off per year
• Maternity/Paternity Pay
• Pension schemes increase – after 2 years.
• Mental health & wellbeing training through the charity Mind
• Professional Emergency First Aid at work training
• £500 referral scheme for staff who refer a new employee, paid upon passing probation.
• Company payday lunch
• Daily fresh fruit

Diversity & Inclusion

Stef & Philips is built on acceptance, respect, and inclusion, where everyone feels that they belong and can make a meaningful contribution. We encourage applicants regardless of religion, ethnicity, nationality, disability status, sex, sexual orientation, gender identity, family, or parental status. If you need any assistance or accommodation during the recruitment process, please let us know.

We’d be delighted if you tick off all our boxes, but we also believe it’s just as important we tick all of yours. If you think you have most of what we’re looking for but not everything, go ahead and apply. We’d still love to hear from you!