Fleet Administration Specialist - PIVOTAL

JOB DESCRIPTION

Fleet Administration Specialist – PIVOTAL

1 Year Fixed Term Contract & 1 Permanent contract

April 2025

London, United Kingdom                                                     InMotion Ventures 3 Ltd

About us

As a newly merged powerhouse, InMotion Ventures 3 brings together two groundbreaking brands, PIVOTAL + THE OUT.  United by a shared mission to reshape the future of vehicle usership and redefine the standard of the automotive client experience. While both brands are part of the same forward-thinking company, they operate as distinct entities with their own missions, products, and services. By joining InMotion Ventures 3, you’ll be working across both PIVOTAL + THE OUT, playing a key role in revolutionising the way people access and experience luxury automotive services.

PIVOTAL

At PIVOTAL, we are transforming the way people experience cars. Launched in 2019, Pivotal offers a unique car subscription service that challenges the traditional model of vehicle ownership. Gone are the days of long-term commitments - Pivotal members can subscribe to the latest Jaguar and Land Rover models for as little as three months. Forget about depreciation, servicing, insurance, and tax; with one monthly payment, everything is taken care of.

THE OUT

At THE OUT, we’ve reinvented luxury car rental. Forget the queues, hidden fees, and trips before the trip. Instead, we deliver world-class Jaguar Land Rover vehicles, directly to your door. Whether it's a spontaneous weekend getaway or a business trip, we promise hassle-free, first-class service from start to finish. With everything included; unlimited mileage, additional drivers, insurance, and more, THE OUT is more than just a car rental service; it’s an experience.

Whether you’re supporting PIVOTAL’s car subscription model or working with THE OUT’s luxury rental service, you’ll be part of a team that’s setting new standards for customer experience, flexibility, and luxury in the automotive world. The best part? You’ll have the chance to make an impact in two innovative, growing companies - all under one roof.

About the Role

Do you have great attention to detail? Are you a strong team player with fleet management or fleet maintenance experience?  If so, come and join the Pivotal team as a Fleet Admin Specialist, we are currently recruiting 2 candidates for a 1 Year Fixed Term Contract & 1 Permanent contract.

With a direct reporting line to the Fleet Admin Team Leader, the Fleet Admin Specialist has full accountability ensuring vehicles are prepped to the standard set & ensuring the vehicles come out of work in a timely manner. 

 Currently overseeing a fleet size of +2000 vehicles, PIVOTAL is entering a growth phase where the vehicle fleet is planned to reach circa 3500 cars by March 2026 with over 3000 active subscribers.

We are seeking applications from candidates with proven experience in fleet and/or fleet risk management and in providing excellent customer support, ideally within a similar environment. 

In the long-term, this role has the potential to be a multi-brand role, working across both THE OUT and Pivotal in a similar capacity and becoming a specialist over both brands.

 Although this role is mainly based from home, there is a requirement for occasional travel to our offices in central London (Old Street). Pre-arranged visits to our preparation centres or for training and team days may also be required (Castle Bromwich and Bruntingthorpe).

Key Responsibilities 

• Generate Vehicle recharging reports to recover damage costs inline with BVRLA standards
• Authorise, Investigate and follow up with VOR vehicles with dealerships and approved workshops 
• Ensuring all vehicle data is up to date and to required legislation including Road Fund Licence 
• Working with vehicle prep and the delivery team to review standards and drive improvements where required 
• Carry out Administration processes to Defleet vehicles at end of life 
• Commutate with Internal sales & customer service teams to ensure the vehicles and deliveries meet customer requests 
• Fleet troubleshooting and resolution of any issues during life cycle of vehicle both Internal and External
• Safeguarding and overseeing vehicle inspection reports after each vehicle movement
  

Skills & Experience

• Minimum 3 years automotive experience (at a retail, aftersales, OEM, mobility level or Rental Car) 
• Understanding and interest in product detail and specifications 
• Outstanding attention to detail, focus, and organization in an often quickly changing environment
• Ability to respond to last minute schedule changes and work in fast moving environment 
• Methodical thought process, experience in using systems.
• Customer satisfaction focused 
• Passion for a fast-paced growth business and desire to be a part of a high performing team 
• Ability to build and maintain relationships and manage conflict 
• Strong interpersonal skills

Technical requirements & experience 

• Evidence of strong organisation and planning skills 
• Understanding and experience of vehicle product, aftersales and logistics processes
• Experience demonstrating a strong attention to detail and evidence of achieving and exceeding high levels of customers service 
• Requirement to manage high volumes of tasks and manage completion within defined timeframes
• Preferred knowledge of Sales Force or Similar CRM systems 

Key Relationships

• Pivotal Fleet Admin Team Leader & Fleet Manager  
• External Delivery company and preparation centres
• Third party suppliers
• All Pivotal team members (sales, marketing, operations, customer services)

What we offer

• 1 Year Fixed Term Contract & 1 Permanent contract
• Competitive Salary - £32k - £34k
• Hybrid Working Environment
• 25 days annual leave plus bank holidays
• An extra day off per year for your birthday
• 2 additional discretionary days off to be used for volunteer work. 
• Competitive Salary with Discretionary bonus scheme
• Be part of a fantastic growing team passionate about revolutionising the way our customers drive Jaguar Land Rover cars

By applying to this position, you agree to allow InMotion Ventures Ltd (Abbey Road, Coventry, CV3 4LF, inmotion@jaguarlandrover.com) to collect, store and process your resume, contact details and any other personal data that you submit. If InMotion is providing recruitment services to a third-party, you also extend this permission to our end client.

We will process this data for recruitment purposes only. The data will be stored in our Applicant Tracking System, (which stores data in the U.S and is fully compliant with EU data protection laws), and we will not share it with anyone else.

We would like to keep this data until our open role is filled and may choose to keep it in our database for future roles for up to 12 months.

Here’s a link to our privacy policy. In this policy, you will find information about our compliance with GDPR (data protection law.) You can find how to send us a request to let you access your data that we have collected, request us to delete your data, correct any inaccuracies or restrict our processing of your data. You also have the right to lodge a complaint about the way we handle your data.