Fleet Administration Specialist

What we do. Electric Car Leasing

Why we do it. Greener. Fairer. Future.

We are seeking a detail-oriented and proactive Fleet Administration Specialist to join our team.

The successful candidate will be responsible for handling a variety of administrative tasks related to our fleet including handling PCN (Penalty Charge Notice) administration, managing vehicle registration documentation, updating and maintaining the DVLA portal, and managing recall notices.

This role requires excellent organisational skills, a strong attention to detail, and the ability to work efficiently both independently and as part of a team.

• Please note that this role will be office based 5 days per week.

What you’ll do

• PCN Management:
• Process all incoming Penalty Charge Notices from various authorities and issuers
• Ensure accurate logging of each PCN into the system, categorising by type (e.g. parking, speeding, toll roads, congestion charges)
• Assign PCNs to appropriate vehicles and notify respective drivers
• Monitor the status of all outstanding PCNs and ensure they are resolved in a timely manner
• Maintain our database of all PCNs
• Liaise with other team members and departments to solve queries and respond to objections from drivers
• Payments and Appeals:
• Ensure timely payment of valid PCNs maintaining up-to-date records
• Assist in preparing and submitting formal appeals against incorrect PCNs
• Track and monitor the outcomes of appeals, updating internal systems as necessary
• Recharges:
• Handle the recharging process promptly and accurately
• Vehicle Registration Documentation:
• Ensure all vehicle registration documents are accurately maintained and updated
• Manage the process of ordering vehicle records as required
• Updating and Maintaining DVLA Portal:
• Regularly update and maintain vehicle information on the DVLA portal
• Ensure compliance with all regulatory requirements relating to vehicle documentation
• Managing Recall Notices:
• Monitor and manage recall notices, ensuring that they are communicated to the relevant parties and acted upon in a timely manner
• Coordinate any necessary actions required to address recall notices
• Administrative Tasks:
• Open and process daily incoming post, ensuring that all correspondence is directed to the appropriate departments or individuals
• Perform general administrative duties as required to support the smooth operation of the office
• Supporting Other Teams:
• Provide administrative support to other teams with vehicle-related tasks, including document preparation, data entry, and information retrieval
• Assist in the coordination of other logistical tasks as required

What you’ll need

• Experience working with fleet PCNs would be an advantage
• Proven experience in an administrative role
• Strong organisational and multitasking skills
• Excellent communication skills, both written and verbal
• Ability to work independently with minimal supervision
• Attention to detail and a commitment to accuracy

Why else you’ll love it here

• Wondering what the salary for this role is? Just ask us! On a call with one of our recruiters it’s something we always cover as we genuinely want to match your experience with the correct salary. The reason why we don’t advertise is because we honestly have a degree of flexibility and would never want salary to be a reason why someone doesn’t apply to Octopus – what’s more important to us is finding the right octofit!
• Octopus Energy Group is a unique culture. An organisation where people learn, decide, and build quicker. Where people work with autonomy, alongside a wide range of amazing co-owners, on projects that break new ground. We want your hard work to be rewarded with perks you actually care about! Visit our perks hub – Octopus Employee Benefits
• Octopus Electric Vehicles, part of the Octopus Energy Group, won the Sunday Times best company to work for in 2024, on Glassdoor we were voted 50 best places to work in 2022 and our Group CEO, Greg has recorded a podcast about our culture and how we empower our people

About us

The electric revolution has arrived – and from 2035 you’ll no longer be able to buy a new petrol or diesel car in the UK.

We’re building a whole new way for drivers to join the electric charge and not only learn about and shop for their EV online, but experience a ‘lease for life’ through an industry changing customer experience. This is the chance to join one of the UK’s most exciting start-ups – making it easy for individuals and businesses to go electric by getting their car, charger and energy all in one cracking deal.

Octopus Electric Vehicles launched in 2018 to make it seamless to switch to cleaner, greener driving. Our mission is to drive sustainable change, decarbonise the planet and provide our customers with fair pricing and a fantastic experience.

We’re an Octopus Energy company—an innovative new energy supplier. We are part of the Octopus Energy Group, which seeks to improve the lives of millions of people by transforming the industries we operate in. The Octopus Group incorporates Octopus Energy, Octopus Healthcare, Octopus Investments, Octopus Property, Octopus Ventures and Octopus Labs.

If this sounds like you then we’d love to hear from you.

Are you ready for a career with us? We want to ensure you have all the tools and environment you need to unleash your potential. Need any specific accommodations? Whether you require specific accommodations or have a unique preference, let us know, and we’ll do what we can to customise your interview process for comfort and maximum magic!

Studies have shown that some groups of people, like women, are less likely to apply to a role unless they meet 100% of the job requirements. Whoever you are, if you like one of our jobs, we encourage you to apply as you might just be the candidate we hire. Across Octopus, we’re looking for genuinely decent people who are honest and empathetic. Our people are our strongest asset and the unique skills and perspectives people bring to the team are the driving force of our success. As an equal opportunity employer, we do not discriminate on the basis of any protected attribute. Our commitment is to provide equal opportunities, an inclusive work environment, and fairness for everyone.

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