Fleet & Asset Coordinator

Fleet & Asset Coordinator

Vacancy Reference: CLA- 449

Position: Full-time

Location: Salisbury, Wiltshire, UK

Salary: £30,000 - £35,000

At Callen-Lenz, we are expanding the limits of what is possible. We specialise in crewed and uncrewed aircraft operations and technology and having recently received investment into the business we are going through a period of rapid growth and development and are looking for key roles to assist with these changes. Callen-Lenz offers innovative and customer-focused UAS solutions through our 4 key business strands: technical services, products, platforms and operational services. We are looking for individuals to help drive forward our expansion, placing you at forefront of UAS development in the UK.

Our Values

• Innovation

• Integrity

• Collaboration

• Excellence

Why Work for Us

Based in the heart of rural Wiltshire, close to the Historic city of Salisbury you will join our rapidly growing, friendly and multi-disciplined team, working on a range of diverse and interesting projects, leading the way in this exciting field and witnessing the full lifecycle of our products. The Callen-Lenz team are passionate about what we do, and we are searching for individuals to grow with us as we expand into the aerospace industry.

Our benefits include:

• 25 days annual leave per year (plus bank holidays)

• Buy/Sell holiday policy up to 5 days either way

• Pension Scheme via Royal London

• Company contributed Share Incentive Plan.

• Green Car Scheme

• Life assurance scheme (6x basic salary)

• Income protection policy (75% of basic salary)

• Private Health Insurance via Bupa

• Private Dental insurance via Bupa

• Enhanced Maternity and paternity

• 1 Professional membership reimbursed per year

• 1 paid volunteering day per year

• Access to an independent financial advisor year round

• Training & development opportunities

About the role

As the Fleet & Asset Coordinator, you will act as the primary point of contact for vehicle and asset-related activities, coordinating maintenance, inspections, repairs, compliance activities, contractors, and record management to support operational requirements across the business.

Responsibilities

Fleet Management

• Manage the day-to-day administration and coordination of the Company's vehicle fleet, consisting of small cars to large vans and trailers.

• Maintain an accurate fleet record including vehicle specifications, registrations, mileage, service history, lease information, MOTs, insurance, tax, and compliance documentation.

• Monitor and manage upcoming vehicle compliance requirements, ensuring MOTs, insurance renewals, vehicle tax, servicing, and lease obligations are completed on time.

• Schedule and coordinate vehicle servicing, repairs, inspections, and maintenance activities.

• Liaise with garages, leasing providers, insurers, breakdown services, and other external suppliers to ensure vehicles remain operational and compliant.

• Arrange and coordinate vehicle cleaning and valeting contractors to maintain fleet presentation standards.

• Monitor vehicle condition and initiate corrective actions where required.

• Conduct and record routine monthly vehicle condition inspections, including tyre tread depth, tyre pressure, fluid levels, mileage collection, and basic roadworthiness checks, ensuring defects are identified, reported, and corrective actions initiated where required.

• Investigate and record vehicle defects, damage, incidents, and maintenance requirements.

• Maintain oversight of vehicle availability to support operational requirements.

Asset Management

• Maintain the Company's asset register and ensure all records remain accurate and up to date.

• Track asset ownership, location, allocation, status, condition, and usage history.

• Coordinate the issue, transfer, return, and disposal of company assets.

• Maintain visibility of asset availability and utilisation across the business.

• Promote accountability and traceability through accurate record keeping and audit controls.

• Ensure assets remain in a safe, functional, and serviceable condition.

• Arrange repairs, servicing, maintenance activities, and replacement of assets when required.

• Raise and coordinate procurement requests for replacement parts, spares, and consumables.

• Identify and mitigate risks relating to asset loss, damage, misuse, or unauthorised use.

• Support periodic asset audits, inspections, and verification exercises.

Inspections & Control

• Administer vehicle and asset issue/return processes.

• Ensure collection and return inspections are completed and recorded accurately.

• Record asset and vehicle condition before and after use.

• Manage vehicle key control processes, ensuring keys are issued, returned, and securely stored in accordance with company procedures.

• Maintain auditable records of asset and vehicle usage.

• Escalate discrepancies, damage, missing equipment, or compliance concerns as required.

• Ensure documentation and records are maintained to support internal and external audits.

• Continually review and improve fleet and asset management processes to enhance efficiency, accountability, and visibility.

• Perform other related duties as required.

Health & Safety

• Demonstrate in daily activities a commitment to health and safety in the workplace by always ensuring tasks are performed in the safest possible manner.

• Report all hazards and incidents that the individual is party to, or observes, in the correct manner.

• When required or directed, participate in any health and safety training.

Skills and Experience

Essential:

• Previous experience in a coordination, administration, fleet, logistics, stores, facilities, or asset management role.

• Excellent organisational and planning skills.

• Strong attention to detail and record management capabilities.

• Ability to manage multiple priorities and deadlines simultaneously.

• Proficient in Microsoft 365 applications, particularly Excel, Outlook, SharePoint, and Teams.

• Strong communication and stakeholder management skills.

• Ability to work independently and take ownership of operational processes.

• Comfortable carrying out basic vehicle inspections including tyre tread depth checks, tyre pressure checks, fluid level inspections, and vehicle condition assessments.

Desirable:

• Previous fleet management experience.

• Previous asset management experience.

• Knowledge of vehicle compliance requirements, including MOTs, insurance, taxation, and leasing arrangements.

• Experience managing contractors and external service providers.

• Experience maintaining asset registers and audit records.

• Familiarity with fleet management, asset management, ERP, or maintenance management systems.

• Knowledge of vehicle roadworthiness requirements and defect identification.

Personal Attributes

• Must be a British Citizen or have an existing right to work in the UK.

• Ability to commit to occasional national and international travel.

• A full valid UK driving license.

• Ability to hold Security Clearance – 5 years residence in the UK.

Callen-Lenz is an equal opportunities employer, committed to building an inclusive working environment. We welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation, or age. It is essential that the successful candidate must, by the start of their employment have permission to work in the UK. Proof of identity and eligibility to work in the UK will be required prior to commencement of employment.

Please be aware that many roles at BAE Systems are subject to both security and export control restrictions. These restrictions mean that factors such as your nationality, any nationalities you may have previously held, and your place of birth can restrict the roles you are eligible to perform within the organisation. All applicants must as a minimum achieve Baseline Personnel Security Standard. Many roles also require higher levels of National Security Vetting where applicants must typically have 5 to 10 years of continuous residency in the UK depending on the vetting level required for the role, to allow for meaningful security vetting checks.