Fleet Maintenance Booking Administrator

Job reference 339738
Fleet Maintenance Booking Administrator
Salary starting from £18,846 (aged 16) or £26,037 (aged 18+) with guaranteed increases in line with service length, 22.5 days annual leave plus bank holidays rising with service and a company pension scheme with highly competitive contribution rates
Permanent, Full time
Future Walk, hyrbid working (4 days per week in the office)

Shift Pattern - Mon – Fri, 6.00am – 1:36pm or 8.24am – 4.00pm

Royal Mail is looking for a highly organised Fleet Maintenance Booking Administrator to join our Fleet External Maintenance Team. This is a fast-paced administrative role that plays a vital part in keeping one of the UK's largest vehicle fleets safe, compliant and operational.

Working within the Bookings Team, you'll coordinate maintenance appointments, liaise with workshops and operators, and help ensure vehicles receive the maintenance and repairs they need with minimal downtime.

About the Role

As part of a busy and collaborative team, you'll be responsible for receiving maintenance requests and arranging bookings with both Royal Mail workshops and external maintenance providers. Your work will directly support vehicle availability across the network by ensuring maintenance activities are scheduled efficiently and accurately.

This role would suit someone who enjoys working in a fast-paced environment, has strong organisational skills and can manage multiple tasks while maintaining excellent attention to detail.

Key Responsibilities

• Receive and process maintenance booking requests from Royal Mail operational teams.
• Schedule maintenance, servicing and repair appointments with internal workshops and external providers.
• Maintain accurate booking records using fleet management systems.
• Liaise with workshops, operators and stakeholders to ensure bookings are arranged efficiently.
• Support the wider Fleet External Maintenance Team with administrative activities.
• Help minimise Vehicle Off Road (VOR) time by processing bookings quickly and accurately.

About You

You are organised, proactive and comfortable working with multiple systems and stakeholders. You enjoy solving problems, prioritising workloads and working as part of a team. You can remain calm under pressure and take pride in delivering accurate, high-quality work.

What You'll Bring

• Confidence using IT systems, databases and Microsoft Office applications.
• Strong organisation and administration skills.
• Ability to learn new systems and processes quickly.
• A collaborative approach and strong teamwork skills.
• Ability to work under pressure in a fast-paced environment.
• Knowledge of fleet, transport, maintenance or logistics environments would be beneficial but is not essential.

Role Impact

This role sits at the heart of Fleet Operations, helping to ensure maintenance activity is planned effectively and vehicles remain available for operational use. Your work will directly support vehicle compliance, availability and service performance across the Royal Mail network.

Extra Benefits

• 
  Family friendly support - enhanced maternity pay, paternity leave, adoption leave and shared parental leave
• Supportive and generous company sick pay
• Funded Dental – As a manager you are eligible to a level of employer funded dental insurance*
• Health Assessment – As a manager you are eligible to an employer funded health assessment every 2 years*
• Benefits Account – You will have access to your personal benefits account on our ‘My Bundle+’ platform. There are more than 800 retail offers to help you save on things like groceries, days out, holidays and your household bills as well as employer provided and voluntary benefits to suit your lifestyle.
• Your Wellbeing - you and your family have 24/7 access to services and tools to help you get the most out of life. From your physical and mental health to financial and social support and advice. It’s free, and it’s for everyone.
• Available only to permanent employees

Next Steps

The next stage of the selection process will be a face to face interview consisting of competency based and role specific questions. We plan to hold interviews on w/c 17th August at Future Walk.

Trust is the foundation of Royal Mail. We aim to be transparent about the qualities we seek and what a career with us entails, building trust from the start of your journey with us. Your interview is the first step, and we want you to shine. To help you prepare, we’ll provide your interview questions in advance, so you can have your best examples ready. At Royal Mail Group, we value trust and our people.

We understand that candidates may not meet all the criteria for the role. If your experience is different, but you have relevant skills we’d love to hear from you.

Royal Mail Group is committed to inclusion and representing the diverse communities we serve. We welcome applications from all individuals. As a proud Gold signatory to the Armed Forces Covenant, we especially encourage applications from the Armed Forces community, including cadet instructors and spouses/partners.

We are committed to ensuring an inclusive recruitment process. If you require any adjustments to support you during the hiring process, please discuss these with your recruiter when contacted.

For more information on Royal Mail Group and our values please click here: https://www.internationaldistributionsservices.com/en/about-us/

Closing Date: 9th August. Please note, this advert may close early if the appropriate number of applications has been reached.

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