Fleet Sales Administrator

About us : We are one of the top three automotive retailers in the UK, proudly representing 32 manufacturer brands, selling a huge range of new and used vehicles from over 150 dealerships across the UK and Ireland.

We believe our people are our greatest asset, and we’re committed to recognising the valuable contribution each person makes. That’s why we continue to invest in a leading rewards and benefits package designed to support your career, wellbeing, and life outside of work.

Fleet Sales Administrator – Group Fleet Cardiff

Permanent Full time

37.5 hours per week (9am-5pm Monday to Friday)

Salary: £27,750 per annum (plus opportunity for performance-related bonus up to £3000 Per Annum)

Group Fleet Cardiff is expanding, and we are looking for a highly organised and proactive Fleet Sales Administrator to join our busy, fast‑paced operation. This is a key role within our fleet division, supporting the sales process from initial order through to delivery, ensuring every customer receives a seamless and professional experience. If you thrive in a structured environment, enjoy working with detail, and take pride in accuracy, this is a role where your contribution genuinely drives the success of the team.

About the Role

As a Fleet Sales Administrator, you will be responsible for managing the full administrative lifecycle of fleet vehicle sales. You will process orders, prepare documentation, update internal systems, and coordinate with suppliers, dealerships, and internal teams to ensure vehicles are delivered on time and to the correct specification. You will also support the fleet sales team with reporting, customer updates, and general administrative duties that keep the department running efficiently.

Key Responsibilities

• Order Processing — Accurately input and manage fleet vehicle orders, ensuring all details are correct and compliant.

• Documentation Management — Prepare, check, and distribute sales paperwork including invoices, delivery notes, and registration documents.

• Customer Coordination — Provide clear, timely updates to customers and internal stakeholders throughout the sales and delivery process.

• System Updates — Maintain accurate records across internal systems, ensuring data integrity and up‑to‑date information.

• Team Support — Assist the fleet sales team with reports, stock updates, and general administrative tasks.

• Delivery Scheduling — Liaise with logistics partners and dealerships to coordinate smooth and timely vehicle deliveries.

• Compliance Checks — Ensure all documentation meets regulatory and company standards.

About You

You will be someone who enjoys working with detail, takes ownership of tasks, and communicates clearly. You will be confident using systems, comfortable working to deadlines, and able to manage multiple tasks at once without compromising accuracy.

Skills and Experience

• Strong administrative background, ideally within automotive, fleet, or a similar fast‑paced environment

• Excellent attention to detail and accuracy

• Confident communicator with strong customer service skills

• Proficient with IT systems and quick to learn new software

• Ability to prioritise workload and manage deadlines

• A proactive, solutions‑focused approach to daily tasks

Core Benefits:

• Competitive salaries with structured pay scales and progression as you grow within the business
• Generous annual leave that increases with your length of service
• Enhanced family leave, including 6 months’ full pay for maternity and adoption leave, and 2 weeks’ full pay for paternity leave
• Access to Techscheme for discounted technology purchases with flexible payments

Health & Wellbeing:

• Eyecare vouchers to help cover vision care needs
• Smart Health – 24/7 access to GP services to support your mental and physical wellbeing
• Dental insurance for everyday dental care and unexpected treatments
• Optional critical illness cover for peace of mind during life's most challenging moments

Financial Wellbeing:

• MyView PayNow – access a portion of your pay as you earn, with features to stream, save, and track your money through a user-friendly app
• Free will writing services to help plan for the future
• Flexible life assurance options and partner life assurance for added protection

Leisure & Lifestyle:

• Discounted gym memberships to support an active lifestyle
• Travel insurance to help you explore with confidence
• Access to home and technology vouchers
• bYond card and a wide range of exclusive retail and lifestyle discounts

We strongly believe in nurturing and providing our people with specific manufacturer brand and management training to enhance career development opportunities. We have a great bunch of people, and we like to celebrate and encourage success at all levels.

Lookers and Charles Hurst are an equal opportunities employer. We are committed to a working environment that is free from discrimination, is inclusive, and empowers our people to bring their whole self to work and reach their full potential.

If your application is successful, we will conduct relevant employment checks prior to you commencing employment with us. These will include verifying your recent employment, address, credit history and a standard criminal record check. For roles that require you to drive, a driving licence check will also be carried out. Please note, all offers of employment are made subject to a 6 month probation period commencing from your start date.

We take our data protection responsibilities very seriously and are committed to upholding and respecting your privacy rights. Information about how we will process your data including the types of data we collect, the purposes for which we use it, who we may share it with and how long we keep it are set out in our privacy notice. It also includes information about your individual privacy rights. Please make sure you read our Privacy Notice so that you understand how we may collect and use your data.