Procurement & Fleet Coordinator

Procurement & Fleet Coordinator

Salary: £30,000

Location: Kitts Green, Birmingham

Carter Thermal Industries is one of the UK's leading independent engineering groups, with over 80 years of experience delivering innovative engineering solutions across the UK and internationally. The Group specialises in refrigeration, mechanical and electrical engineering, manufacturing and building services across the retail, commercial and industrial sectors.

With a strong reputation for quality, innovation and reliability, we are committed to delivering high standards of service while continuing to invest in our people, technology and sustainable engineering solutions.

Role Overview

We are looking for an organised, proactive and detail-oriented Procurement & Fleet Coordinator to support the day-to-day operations of our Procurement & Fleet team.

This is a varied role combining procurement administration with fleet coordination, ensuring that goods, materials and services are managed efficiently while maintaining the smooth operation, safety and compliance of company vehicles.

The successful candidate will act as a key point of contact for procurement and fleet-related queries, working closely with internal departments, suppliers and external service providers to ensure operational requirements are met efficiently and cost-effectively.

Key Responsibilities

Procurement Administration

• Provide day-to-day administrative support to the Procurement & Fleet team, including inbox management, data entry and document control.

• Maintain and update the supplier database, ensuring information is accurate and up to date.

• Manage the procurement rebate tracker, following up on outstanding invoices to prevent backlogs and payment delays.

• Liaise with suppliers and internal departments to support procurement activities.

• Maintain accurate procurement records and ensure company procedures are followed.

• Support the Procurement Manager with general administrative tasks and departmental requirements.

Fleet Coordination

• Maintain accurate records of all company vehicles, including registrations, insurance, servicing and maintenance history.

• Ensure vehicle documentation is up to date and complies with relevant legal and regulatory requirements.

• Coordinate the allocation of company vehicles to employees and departments based on operational requirements.

• Monitor vehicle availability and help minimise downtime to ensure efficient fleet utilisation.

• Liaise with external service providers to arrange servicing, maintenance and repairs, ensuring work is completed promptly.

• Order and administer fuel cards, toll accounts, parking applications and other fleet-related services.

• Manage the fleet inbox, responding to queries and coordinating requests efficiently.

• Support the effective management of fleet costs and operational expenses.

Team & Operational Support

• Work closely with Procurement & Fleet colleagues to ensure the smooth running of daily activities.

• Provide additional administrative support during periods of annual leave or absence.

• Build and maintain positive working relationships with internal departments, suppliers and external service providers.

• Ensure tasks are completed accurately and within agreed deadlines.

• Support the Procurement Manager and Head of Procurement & Fleet with continuous improvements to departmental processes.

• Undertake other reasonable duties to support the wider team and business operations.

Skills & Experience

Essential:

• Previous experience in an administrative or coordination role.

• Strong organisational skills with the ability to manage multiple tasks and priorities.

• Confident IT skills, including Microsoft Office, particularly Excel and Outlook.

• Strong written and verbal communication skills.

• Ability to communicate effectively with colleagues, suppliers and external service providers.

Desireable:

• Previous experience in procurement, fleet administration or a similar operational support role.

• Experience maintaining supplier databases, trackers or fleet management records.

• Understanding of vehicle servicing, maintenance schedules and compliance requirements.

• Experience working with purchase orders, invoices or supplier accounts.

If this opportunity sounds like the right fit for you, we’d love to hear from you!

Apply today and take the next step in your career with Carter Thermal Industries