Fleet Co-ordinator

Salary: Up to £35,000 per annum dependent upon experience

Contract Type: Permanent – Full Time

Security Level: SC
Base Location: Gatwick

Visa Restrictions: This position does not offer visa sponsorship

We are the UK's aviation and aerospace regulator and recognised as a world leader in its field. Our activities are diverse, enabling the aviation industry to meet the highest safety standards, and we pride ourselves on our ability to adapt to the constantly evolving aviation environment.

The Role

The primary purpose of the role is to support the efficient management of the company’s vehicle fleet.  This includes maintaining accurate records, ensuring compliance with legal and safety requirements, liaising with suppliers and acting as a point of escalation for internal and external stakeholders. Specific duties include:

• Responsibility for company iDrive salary sacrifice scheme
• Use problem solving skills to manage iDrive escalations from drivers or suppliers for example following a vehicle accident
• Accident administration and coordination with insurers
• Support fleet insurance renewals by reporting on the fleet, ensuring all details including record of use and condition are captured for all vehicles
• Provide fleet report data to feed into the insurance review by Finance
• Budgetary responsibilities including working outside of normal procurement processes to control the spend of discretionary items for fleet such as servicing, repairs as well as tolls and fines.
• Reviewing supplier invoices, ensuring orders are in place in line with fleet contracts and liaising with finance as needed for processing
• Report on invoices and address any purchase order queries
• Maintain central repository of fleet records and driver guidance documentation
• Coordination of driver licence checks
• Assist with driver onboarding
• Coordination of vehicle returns
• Day to day relationship with key fleet suppliers including iDrive fleet provider and insurers
• Management of the fleet inbox

Core Accountabilities

Outcomes Expected from Role Holder:

• Efficient recording and processing of fleet related matters
• Effective relationships with external suppliers
• Good customer support provided to internal stakeholders
• Good internal working relationships including with finance, payroll, health & safety and HR
• Ensuring excellent customer service to fleet users whilst providing value for money

About You

The job holder will have previous experience in fleet administration or have worked in the car industry in a similar capacity with the following attributes:

• Strong administrative and organisational skills with attention to detail and the ability to identify and rectify discrepancies.
• Proficient in MS Office and fleet management software.
• Knowledge of vehicle compliance requirements (MOT, insurance, road tax).
• Excellent communication and coordination skills
• Strong critical thinking skills, with the confidence to question external parties’ decisions and seek clarification if needed
• Autonomous and solution focused - confident to build own network to ensure minimal interruptions to fleet operations
• Ability to manage multiple tasks and meet deadlines
• A general interest in vehicles
• Knowledge of or interest in the aviation industry (desirable)

Additional Information

For many appointments within the CAA, these roles require access to operationally sensitive infrastructure and/or Nationally Protected information. For these roles the post holders must undergo National Security Vetting and achieve the appropriate level of clearance.

SC - To be vetted we will usually expect a reasonable period of residency in the UK so that meaningful checks can be undertaken. For this role this will need to be 5 years.

If you do not meet these requirements, we may not be able to accept your application.

For more information on SC clearance please visit - Vetting explained - GOV.UK (www.gov.uk)

The CAA values high ethical standards and personal integrity among employees. If invited for interview you will be asked to complete a declaration of interest.

Relocation & Property

The CAA will be relocating from Aviation House (Our Gatwick Office) to new premises in a few years’ time. Our move is driven by strategic, operational and environmental considerations.

We will be moving to a new local home, up to a 15-mile radius of Aviation House, to minimise disruption for our valued colleagues and customers.

We are now working with colleagues and visitors to understand what we need in our new office, before we start our property search. We will sell Aviation House and land, vacate the site and move to new premises, but we do not expect to move before 2028

Inclusive Recruitment

We are passionate about diversity and ensuring all are included at the CAA. We are an equal opportunity employer and actively encourage applications from candidates of all backgrounds.

As a member of the Disability Confident scheme, applicants who meet the minimum criteria for a role with us will be guaranteed an interview. We use fair and inclusive selection approaches to hire the best person for the job based on merit alone. If you require an adjustment for any reason, please let us know.

Use of Artificial Intelligence by candidates in the CAA recruitment process

We recognise that many of our candidates find Artificial Intelligence to be a useful tool to support your application, however, all examples and statements provided must be truthful, factually accurate and taken directly from your own experience. Where plagiarism has been identified (presenting the ideas and experiences of others, or generated by artificial intelligence, as your own) applications may be rejected on that basis.

Working With Us

We are on a journey towards being increasingly adaptable, where our colleagues collaborate as part of cross-functional teams. This approach ensures we never stop learning together. It also means that you may become involved in activities that take you out of your day-to-day role, providing you with opportunities to develop and grow your career with us.

We have embraced hybrid working and offer flexible working patterns, being open to having a conversation about what works for you. We know where and when we work is important in achieving a work-life balance.

We offer a range of excellent benefits such as flexible working arrangements, free onsite gym at Gatwick, discounted gym membership for London, 28 days annual leave, additional 5 days leave purchase scheme, a generous pension scheme and much more!

Our Values

Do The Right Thing, Never Stop Learning, Build Collaborative Relationships, Respect Everyone – For more information please Click Here

Closing Date: Monday 16th March 2026

Interview Date: W/C Monday 23rd March 2026

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

No recruitment agencies please.