UK Fleet Rental Co-ordinator

Job Summary:

We are seeking a highly organised and detail-oriented Rental Co-ordinator to support our rental operations. The successful candidate will be responsible for processing rental agreements, maintaining accurate records of rental fleet vehicles, and coordinating with rental partners and third parties to ensure seamless rental operations.

Key Responsibilities:

• Process and administer rental supply contracts accurately and in a timely manner.

• Manage and maintain the internal rental car database, ensuring key vehicle and contract information is up-to-date and accurate.

• Administer and track buyback contractual agreements related to rental vehicles, ensuring timely execution and compliance.

• Liaise effectively with rental companies and other third-party stakeholders.

• Monitor contract durations, vehicle return dates, and mileage terms to ensure compliance and record penalties or breaches.

• Assist with invoicing, purchase order processing, and reconciliation of financial records related to rental supply and return

• Prepare regular reports on fleet status, contract metrics, and utilisation, providing insights to management.

• Assist in the onboarding of new rental suppliers, ensuring all legal and compliance documents are in place.

• Maintain accurate digital and physical filing systems for all rental-related documentation.

• Respond promptly to internal and external queries regarding rental vehicles or contractual matters.

• Ensure compliance with company policies, legal requirements, and data protection regulations in all rental processes.

• Undertake ad hoc administrative tasks to support the wider fleet's sales team.

Qualifications and Experience:

• Proven experience in an administrative or fleet/rental coordination role (ideally within automotive, logistics, or fleet management industries).

• High level Microsoft Excel skills with ability to perform VLOOKup, Filtering, Conditional formatting etc

• Highly organised with the ability to manage multiple tasks and priorities under tight deadlines.

• Strong attention to detail and accuracy, especially in data entry and contract management.

• Advanced proficiency in Microsoft Office Suite, Word, and Outlook.

• Comfortable working with database and fleet management systems (experience with ERP or CRM systems is a plus).

• Excellent communication skills, both written and verbal.

• Ability to build effective working relationships with external partners and internal departments.

• Strong problem-solving skills and the ability to work independently.

• Knowledge of automotive rental processes or fleet lifecycle management is highly desirable.

• Experience handling contractual documentation or procurement administration is an advantage.

• Must be eligible to work in the UK.

What We Offer:

• Office-based role in Uxbridge 5 days a week

• 25 days paid holidays + public holidays

• Car Salary Sacrifice Scheme

• Opportunity to work within an industry-leading automotive brand.

• Supportive team environment with opportunities for professional development.

• Exposure to a fast-paced and dynamic operational environment

• Performance and experience-based competitive remuneration

• Scottish Widows workplace pension

• Commuting Allowance

• Department & company-wide teambuilding events.

• An exciting opportunity to lead the European transition to zero-emissions transportation and decarbonization of the economy.

Our Purpose is to build a zero-emission future that reconnects humanity with nature and a World of clean air. We are looking for talent that connects with this mission and want to create positive impact by joining a diverse and dynamic team 🌏