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About the Role

The Fleet Operations Executive is responsible for the day-to-day management, coordination, and continuous improvement of the company vehicle fleet, ensuring efficient and compliant service delivery. This role manages end-to-end fleet processes, acting as a key point of contact for employees, managers, suppliers, and external partners, while utilizing fleet data to identify improvements and support decision-making.

Responsibilities

Manage the day-to-day operation and administration of the company vehicle fleet, ensuring records remain accurate, compliant, and up to date.
Manage the end-to-end vehicle lifecycle, including vehicle orders, allocations, deliveries, replacements, transfers, and returns.
Administer company vehicle policies and procedures, ensuring a consistent and professional employee experience.
Manage fleet-related queries through shared inboxes and other communication channels, ensuring timely resolution.
Maintain accurate vehicle, driver, insurance, maintenance, and supplier records.
Manage fleet-related invoices, purchase orders, employee recharges, and supporting documentation in accordance with company procedures.
Coordinate servicing, maintenance, repairs, and vehicle downtime with suppliers and drivers.
Coordinate the administration of vehicle incidents, insurance claims, damage recovery, and accident management processes.
Manage vehicle-related fines, penalties, and charges, ensuring appropriate action is taken within required deadlines.
Act as the primary point of contact for fleet-related matters, providing guidance to employees and managers, coordinating with suppliers, and taking ownership of issues through to timely and effective resolution.
Build and maintain strong working relationships with colleagues across People, Finance, Procurement, and other business functions.
Develop effective partnerships with leasing providers, insurers, maintenance suppliers, and external service providers.
Provide clear guidance and support to drivers and managers regarding vehicle policies, procedures, and entitlement programs.
Proactively manage stakeholder expectations and resolve issues in a professional and customer-focused manner.
Deliver regular fleet communications and updates to ensure stakeholders remain informed and engaged.
Maintain fleet management systems, databases, and operational records to a high standard of accuracy.
Produce regular and ad hoc fleet reports, dashboards, and management information.
Analyze fleet data to identify trends, risks, cost pressures, and opportunities for operational improvement.
Develop and maintain Excel-based reporting tools and trackers to support operational decision-making.
Monitor fleet utilization, operational performance, supplier service levels, and associated costs.
Support budgeting, forecasting, and cost-control activities through accurate reporting and analysis.
Ensure fleet activities are managed in accordance with company policies and regulatory requirements.
Coordinate employee driver license verification and compliance monitoring activities.
Maintain accurate audit trails and documentation to support internal and external compliance requirements.
Monitor key fleet compliance activities and proactively escalate risks or issues where required.
Support internal audits and governance reviews.
Identify opportunities to improve fleet processes, service delivery, and operational efficiency.
Support the implementation of new systems, initiatives, and process enhancements.
Use stakeholder feedback and operational data to recommend improvements and drive positive change.
Contribute to wider business projects and initiatives where fleet expertise is required.
Promote a culture of continuous improvement and operational excellence.
Actively collaborate with colleagues to contribute to the development and delivery of strategic, business, and operational plans.
Act as an ambassador for, and promote the best interests of the RFU, including the promotion of our culture and core values.
Undertake other duties as may be required from time to time as are consistent with the responsibilities of the post and the needs of the organisation.

Requirements

Proven experience in a fleet operations, administration, coordination, or business support role.
Strong stakeholder management skills with the ability to build effective relationships at all levels.
Experience managing external suppliers and service providers.
Excellent organisational skills with the ability to prioritise and manage multiple activities simultaneously.
Strong customer service mindset with exceptional communication skills.
Advanced Microsoft Excel skills, with experience of working with large volumes of data and presenting clear, evidence-based findings and recommendations.
Experience producing management information, reports, and operational analysis.
Strong attention to detail, with a consistent focus on data quality and accuracy.
Proactive problem-solving skills, with the ability to work independently, exercise sound judgement, and take ownership of issues through to resolution.
Ability to handle confidential and sensitive information appropriately.
Committed to embodying the ethos of the culture by using the three core values – Put The Team First, Shape The Future, Respect Each Other – to guide day-to-day decisions, actions, and interactions.
Committed to actively contributing and building an inclusive culture in your role and day-to-day behaviours.
Experience within fleet management, vehicle leasing, transport, or automotive operations (Desirable).
Experience using fleet management systems and reporting tools (Desirable).
Understanding of fleet compliance and vehicle governance requirements (Desirable).
Experience supporting operational improvement projects and process enhancements (Desirable).
All role holders must maintain an appropriate standard of confidentiality.
Any disclosures of confidential information made unlawfully outside the proper course of duty will be treated as a serious disciplinary offence.

Skills

Fleet Operations
Fleet Administration
Supplier Coordination
Compliance Activity
Data Management
Record Management
Operational Support
Relationship Management
Stakeholder Management
Microsoft Excel
Reporting
Data Analysis
Problem-Solving
Communication Skills
Organisational Skills
Attention to Detail
Customer Service

Location

Allianz Stadium
Remote

Work Type

Permanent
Full-Time

Experience Level

Implement

Salary/Compensations

c. £40,000

Benefits

A variety of corporate discounts
Priority access to purchase match tickets
25% discount in Rugby Store and EnglandRugby.com
25 days of annual leave
Your birthday day off
Free access to the stadium gym
Life assurance of 4x your basic salary
Income protection scheme
Employee Assistance Programme that offers anonymous and confidential, emotional and practical support 24/7
Pension Scheme; the RFU will double match your individual contribution up to 10% of salary
Ride-to-work scheme
Eyecare vouchers
Season ticket loans

About the Company

England Rugby or Rugby Football Union (RFU) is the national governing body for rugby in England. We deliver three core activities, and our purpose is to enrich lives, introduce more people to rugby union and develop the sport for future generations.
Our core activities are: Rugby – supporting rugby from grassroots to performance level; Commercial – building partnerships and hosting matches and events; Running the business - ensuring our organization and people can thrive.
At England Rugby, one of our core objectives is to drive rugby union to better reflect the diversity of society. We are aware that rugby, and sports in general, has not always been as welcoming an environment for everyone as we would like, and we are working hard to make rugby a more inclusive space for all identities.
We believe hiring people from underrepresented groups into positions at all levels is vital to creating spaces and initiatives that better support those identities. We would love to see applications from disabled people, LGBTQIA+ people, people from ethnically diverse communities, people of faith, people from lower socio-economic backgrounds, and women and non-binary people.
We know that representation is more than just getting people through the door, it’s about keeping people by responding to structural barriers relating to identities and valuing the insights that different lived experiences bring. We have network groups that provide peer-to-peer support and drive forward change internally. We support colleagues to develop, and each colleague has access to a personal coaching platform that can provide same-day one-to-one coaching. We are pushing ourselves to create a more inclusive culture every day through role modelling our culture and core values; This Rose Means Everyone: Put The Team First, Shape The Future, Respect Each Other.
We know that flexible working is important to our colleagues, so our guiding principles are designed to support everyone to work in the way that suits them, their teams, and the organisation in the best way.
We want you to have every opportunity to demonstrate your skills, ability and potential. If there is anything we could do to support you through your application or to provide the best environment for your interviews, including assistance or adjustment, please reach out to recruitment@rfu.com.

Equal Opportunity

We believe hiring people from underrepresented groups into positions at all levels is vital to creating spaces and initiatives that better support those identities. We would love to see applications from disabled people, LGBTQIA+ people, people from ethnically diverse communities, people of faith, people from lower socio-economic backgrounds, and women and non-binary people.
We know that representation is more than just getting people through the door, it’s about keeping people by responding to structural barriers relating to identities and valuing the insights that different lived experiences bring.
We are pushing ourselves to create a more inclusive culture every day through role modelling our culture and core values; This Rose Means Everyone: Put The Team First, Shape The Future, Respect Each Other.
We know that flexible working is important to our colleagues, so our guiding principles are designed to support everyone to work in the way that suits them, their teams, and the organisation in the best way.