Fleet Planning Manager

About the roleTo manage the Fleet Administration and support the administration team whilst ensuring the accountable items below are carried out in a cost effective, compliant and timely manner.

At a glance

Salary range - Salary expected up to £60,000 per annum, depending on skills and experience

Contract type - Permanent

Work Pattern - 37.5 hours per week 

• Monday to Friday: 08:30-17:00, with flexibility to support Operational requirements

Location - Bracknell, Central Transport

About the role

• To work with internal customers to determine fleet establishments and peak requirements, determining new vehicle, mothball and rental vehicle quantities. 

• To support Fleet Engineer in securing funds for new vehicles £18-30m P/A

• End to end management of new vehicle orders and receipt of new vehicle invoices. Tracking and reporting cash flow and revenue and ensuring compliance to Financial, DVSA and internal regulations and ensuring no overspends

• Managing the new fleet roll-out programme, PDI Programme ensuring good communication, co-ordination with vehicle movements, provision of telematics systems, fuel cards, fuel monitoring equipment etc Updating systems and databases with new detail ensuring legal and compliance obligations are met 

• Oversight of the disposal of all car and commercial fleet vehicles through auction as required, generating annual revenue circa £6m

• People management and development of the Fleet Engineering admin team x7 and L8 Section Manager

• Management of Suppliers for external hire, movement companies ensuring cost control measures and compliance is met

• Reporting fleet metrics as required : carbon emissions, miles driven and other metrics internally and through Trade associations. Ensuring compliance with internal and external audit ofManagement of vehicle subscriptions for additional installed equipment reporting.

• Management of the pool car fleet, hire vehicles ensuring the optimal number of vehicles are available to the right standard, legal and compliant. Managing bookings, driver license checks and tracking usage and making recommendations for improvements. Benchmarking against alternatives

• Accountable for ensuring the Partnerships MOT reminders are delivered in a timely manner and accurate. Manage prefunded accounts ensuring sufficient funds for drawdown. Auditing for compliance. 

• Accountable for ensuring all vehicles are in compliance with Road Fund Licence requirements, including budgeting, monthly renewal submission, acquisition of RFL and audit. 

• Management of fuel and EV charge cards for 4000 vehicles, including issuing cards, reporting of usage, monitoring for abuse, theft and cloning. management of periodic review of card providers. Annual budget £7M. Accountable for ensuring all operational vehicles have sufficient means to procure fuel or charge electrically 

• Accountable for the upkeep of fleet databases internally and externally ensuring compliance, GDPR and legal obligations are met for ‘O’licence, DVS, MID etc. Housekeeping of the systems, databases ensuring accurate recording are kept

• Management of vehicle collection and deliveries for new vehicles, vehicle movements and disposals, liaising with auction houses, driver agencies and branches. Also management of disposal of assets. Supplier management

• Management of RFL & MOT account prefunded account levels

• Management, storage and movement of CT mothball fleet to meet required establishments for peak trading periods

• Assisting Fleet Engineer and Engineers with projects as required ie livery, retrofits etc

You also can view a copy of the full job outline here:

Internal applicants- please use the link below

External applicants - please see the attachment

Qualifications and Experience skills you’ll need

• Sufficient experience of ‘O’ licence and vehicle compliance

• Experience of Google Suite, in particular Excel/Sheets

• Effective in verbal, written and numerical communication with both internal and external stakeholders

• Experience of leading and managing a team

• Proficient in data analysis and reporting,demonstrate a high level of attention to detail 

Desirable skills

• Experience of delivering technical training to all levels of user. 

• An understanding in Compliance with Commercial Vehicles 

• Able to work using own initiative and in a team environment

• Fleet hire experience

• Supply Management experience

• Sufficient experience of Commercial Vehicle workshop

Next Steps 

The application form consists of a CV upload followed by application questions. Please ensure you refresh the page each time you complete a task to ensure you complete everything that you need to in time. (If internal, check your Workday notifications and see further guidance on the PDW under "Internal application process"). We occasionally close vacancies early in the event we receive a high volume of applications. Therefore, we recommend you apply early.

You'll be asked about any adjustments you might need to support the recruitment process. Let us know, and we'll be sure to discuss it with you. 

Thanks for your patience in the meantime and for showing an interest in joining JLP. 

About The Partnership

We’re the largest employee owned business in the UK and home of our cherished brands, John Lewis and Waitrose. We’re not just employees, we’re Partners, driven by our purpose to build a happier world. As we look to our future, there’s never been a more exciting time to join us.  

We’re ruthlessly focused on being brilliant at retail. We continue to innovate, adapt and diversify. Never Knowingly Undersold on price, quality and service in John Lewis and passionately serving food-lovers in Waitrose.   

As Partners we all share the responsibility of ownership and in its rewards. We use our voices to contribute to our success, working together through the good and challenging times, holding true to our behaviours and treating everyone with kindness and respect. 

We all own making the Partnership somewhere we belong. Embracing our differences and creating an environment where we’re free to be ourselves and can THRIVE. Growing ourselves individually, and as a collective. 

As Partners, we make all the difference. And, we all own it.  

Important points to note:  

It’s important to note that some of our roles are subject to pre-employment vetting (which may include DBS checks for successful candidates). If required, you’ll be informed and provided with information about vetting during the recruitment process and we encourage you to complete any vetting documents quickly to avoid delays. Any DBS checks required will be carried out by a third-party registered body and financial probity checks may also be required for some of our roles.  

We occasionally close vacancies early in the event we receive a high volume of applications, and therefore, we recommend you apply early. If you require a reasonable adjustment due to a disability which means you may need longer to complete your application please contact us as soon as possible.

We want all of our Partners to have a good work-life balance and we support flexible working. This might mean flexible or compressed hours, job sharing or shorter hour contracts, where possible. Please discuss this further with the hiring manager during your interview.