Fleet Administration Manager

Portsmouth, Hampshire
Toyota Financial Services, KINTO and KINTO JOIN

The role in a nutshell: Supporting customers with the highest care and quality, ensuring all vehicles are taxed and all fines are handled in a speedy manner.

A bit about the Department – The Fleet Admin team is a pivotal part of the business, handling tasks such as Business Post, Fines Management, Vehicle Relicensing, Cherished Plate Management, MID updates, and Recall Notification Management. The Manager also oversees Operations Associates who support other operational teams, including Fleet Admin, Maintenance, Downtime, Incident Management, and Remarketing Admin, providing cover or additional support when needed. Our End of Contracts Damage department, within the admin team, focuses on minimizing costs from vehicle mistreatment in line with BVRLA guidelines.

What you’ll be doing:

• Support the Operations Development Manager in implementing the KINTO UK operations strategy, focusing on customer experience, new system integration, TPS, supplier relations, and efficiency.
• Manage the performance of the fleet admin support team, End of contract damage disputes, and Operations Associates.
• Drive SLAs and client requirements, aligning with Operations strategy and Hoshin objectives.
• Collaborate with Operations Team Managers to deploy Operations Associates effectively.
• Conduct quality checks on administrative tasks monthly, identify root causes, and coach the team to deliver excellence.
• Use data to understand capacity constraints and provide accurate information to support staffing decisions.
• Onboard new clients, ensuring best practices are followed.
• Maintain professional relationships with internal departments, clients, and drivers to ensure clarity on priorities and impacts.
• Manage departmental complaints professionally and promptly, coordinating with internal teams to meet client expectations.
• Promote TPS culture, meet daily management and Kaizen objectives, and visualize constraints.
• Create a positive work environment with clear goals and role model behaviors.
• Work with other managers and experts to improve the customer journey.

How you could stretch this role:

• Innovate by working with suppliers or new systems to automate processes.
• Deepen knowledge of BVRLA guidelines and consumer duty regulations.
• Develop the department as a flagship for Kaizen and visualization practices.
• Assist in achieving Hoshin objectives and customer excellence.

Experience you’ll gain:

• Understanding of the UK leasing, fleet management, and mobility markets.
• Management experience with two complex teams.

• Knowledge of industry standards and BVRLA practices.
• Cross-entity project involvement with stakeholders across Toyota.

How we’ll support you:

• Comprehensive KINTO induction.
• Support for skill development relevant to the role.
• Constructive feedback and encouragement for peer feedback.

As a manager:

• Regular 1:1s for guidance.
• Clear objectives via performance management.
• Ongoing coaching and support.

What you’ll get to own:

• Day-to-day operation management.
• Your personal development at your pace.
• Opportunity to suggest improvements.

Key Experience & Skills:

• Team management.
• Automotive, leasing, and fleet management experience.
• Project management skills.
• Strong team player.
• Experience working with challenging SLAs and KPIs.
• Excellent problem-solving skills.
• Proficiency in Excel, Microsoft Office, PowerPoint.

Attributes & Behaviours:

• Customer-centric with a focus on first-time resolution.
• Tenacious, brave, resilient, and outward-minded.
• Adaptable to change and committed to continuous improvement.
• Proactive in overcoming barriers and anticipating trends.
• Inspiring excellence and leading by example.

• Bonus earning potential.
• 25 days holiday + 8 bank holidays.
• Competitive pension scheme with flexible contributions.
• Hybrid working policy (2 days from home).
• Car scheme post-probation, private medical, life assurance, discounts, onsite nursery, well-being programs, and more.

KINTO UK is an equal opportunities employer. We welcome applications from all backgrounds and are committed to accessible recruitment processes. Please inform us of any adjustments needed during the process to support your application.