Fleet Service Administrator

About the Role

We are seeking an organised and detail-oriented Fleet Asset Administrator to support the effective administration and management of a vehicle fleet.

Reporting to the Fleet Asset Manager, this role will be responsible for coordinating vehicle maintenance, reviewing and authorising maintenance work, monitoring vehicle off-road status, supporting insurance and third-party recovery processes, and ensuring servicing is proactively scheduled in line with OEM requirements and vehicle de-fleet dates.

The ideal candidate will have experience in fleet administration, vehicle maintenance coordination, automotive operations, or a similar role, with strong organisational skills and the ability to manage multiple priorities while maintaining excellent communication with customers, suppliers, and internal teams.

Key Responsibilities

• Administer and coordinate vehicle maintenance activities across the fleet.

• Review and authorise vehicle maintenance and repair work in line with OEM requirements, vehicle condition, budgets, and de-fleet timelines.

• Monitor fleet maintenance costs and ensure activities remain aligned with budget requirements.

• Support the management and processing of single-vehicle claims.

• Monitor and report on vehicle off-road status, ensuring vehicles are returned to service as efficiently as possible.

• Assist the Fleet Asset Manager with off-road KPI tracking, reporting, and performance improvement.

• Coordinate with third-party TP recovery agencies and other external service providers as required.

• Manage and update tasks within the insurance portal.

• Drive proactive vehicle servicing and maintenance scheduling to minimise downtime.

• Maintain accurate fleet records, maintenance information, and operational reports.

• Communicate effectively with customers and frontline teams, particularly when managing vehicle issues, delays, breakdowns, or other challenging situations.

• Work closely with suppliers, repairers, recovery agencies, and other external partners to ensure timely resolution of fleet-related issues.

• Build strong collaborative relationships across the wider organisation and external supply network.

• Identify opportunities to improve fleet processes, service delivery, and operational efficiency.

• Contribute to a high-quality customer experience and help position the company as a preferred vehicle subscription provider.

Essential Skills

• Strong fleet administration and vehicle maintenance coordination skills.

• Ability to review and assess maintenance and repair requirements.

• Understanding of OEM servicing and maintenance requirements.

• Strong knowledge of vehicle maintenance scheduling and fleet operations.

• Ability to monitor costs and align maintenance activities with fleet budgets.

• Excellent written and verbal communication skills.

• Strong customer service and stakeholder management skills.

• Experience using fleet management systems, CRM platforms, insurance portals, or similar systems.

• Strong organisational and time-management skills.

• Ability to manage multiple vehicles, maintenance tasks, suppliers, and deadlines simultaneously.

• Strong attention to detail and accuracy in record keeping and reporting.

• Ability to work proactively and identify potential maintenance or operational issues before they escalate.

Essential Experience

• Previous experience in fleet administration, fleet management, automotive administration, or vehicle operations.

• Experience coordinating or scheduling vehicle servicing and maintenance.

• Experience working with repairers, suppliers, recovery agencies, or other third-party automotive providers.

• Experience monitoring vehicle off-road status and reporting against operational KPIs.

• Experience working with insurance claims or insurance-related processes is highly desirable.

• Experience communicating with customers and internal stakeholders during high-pressure or sensitive situations.

• Demonstrated ability to balance operational requirements, customer expectations, and cost considerations.

• Experience with proactive maintenance planning and service scheduling.

Key Behaviours

• Customer-Centric – prioritises a positive customer experience, particularly during difficult situations.

• Collaborative – works effectively with internal teams, suppliers, customers, and external partners.

• Accountable – takes ownership of tasks and follows issues through to resolution.

• Continuous Improvement – identifies ways to improve processes and fleet efficiency.

• Detail-Oriented & Organised – maintains accurate records and effectively manages competing priorities.

• Values-Driven – demonstrates professionalism, integrity, and commitment to company values.

Industry Experience

• Fleet Management

• Vehicle Subscription

• Automotive

• Vehicle Rental / Leasing

• Automotive Service & Maintenance

Systems & Tools

Experience with any of the following is highly desirable:

• Fleet Management Systems

• Insurance Portals

• CRM Systems

• Vehicle Subscription Platforms

• Maintenance / Service Scheduling Systems

• Microsoft Office / Google Workspace

Ideal Candidate

The ideal candidate is someone with hands-on fleet or automotive administration experience who understands vehicle maintenance, servicing schedules, repair coordination, and the importance of minimising vehicle downtime. You should be highly organised, comfortable working with multiple stakeholders, and confident communicating with customers and suppliers in challenging situations.

Technical Requirements:

• Equipment is self-provided

  Computer:

• RAM: 8GB

• CPU/Processor: Intel Core i5 or AMD Ryzen 5 (12th generation or newest)

• HDD/SDD: 512 GB

• Operating System: Windows 11 Home or Pro

  Accessories:

• Power Backup: Powestation, Powerbank, UPS, etc.

• Extra Display: Secondary/External Monitor

• Audio & Video: Noise-Cancelling Headset + Web Cam

  Internet:

• Internet Speed: 40-50 Mbps minimum badnwidth speed for both Download and Uploads.

Contractor Perks & Rewards:

• 20 Paid Time Off

• Referral Bonus – 70 AUD per successful referral to the Wingman platform (paid at 1st month mark with a client contract).

• Annual Trip – connect with the broader Wingman community in person.

• Dedicated Support Contact (CSM) – someone to help you succeed and stay connected.

• Access to a Network – collaborate with fellow contractors and onshore specialists.

• Opportunities to Upskill – optional sessions, peer learning, and developmental pathways.

• More Work, More Opportunity – potential for additional contracts, Statements of Work, or expanded workloads.

• High-Impact Projects – work alongside top-tier Australian partners on meaningful assignments.

• Flexibility First – deliver your work in your way, with full autonomy on how you achieve outcomes.

• Advisory Support – HR, Tax, and setup guidance available to make contracting seamless.

• 100% Work-From-Home Contracts – all engagements designed for remote delivery.

Pre-engagement requirements for Independent Contractors:

• BIR as you are a contractor (Required to submit any contributions required by the government.)

• NBI or Police Clearance

• Any Government-issued ID

NOTE: If you think you got the skills and experience  we are looking for but short on technical requirements, don’t hesitate to reach out to us to discuss the matter

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Only qualified candidates will be invited for an interview.