Fleet Operations Executive

Fleet Operations Executive

Job Description

Working at the RFU means being part of the ‘bigger picture’ at England Rugby: to be rooted in our purpose, which is to enrich lives, introduce more people to rugby union and develop the sport for future generations. If our purpose resonates with you, and you recognise the value that sport can bring to people’s lives, we’d love to work with you. An opportunity has arisen for a Fleet Operations Executive to join our People Team – Business Operations team.

Job Title : Fleet Operations Executive
Department : People Team – Business Operations
Reports to : Payroll Manager
Salary Banding : c. £40,000
Job Level : Implement
Location : This role is contractually based at Allianz Stadium, offering some flexibility to work from home
Employment Type : Permanent
Working Hours : Full Time role, covering 35 hrs per week

Application Information:

• Please submit an anonymised CV (i.e. please exclude personal details). You do not need to submit a cover letter.
• The closing date for applications 8th November 2026 at 12:00PM
• Successful candidates will need to be available on W/C 16th November for a first round interview
• Please note that we reserve the right to close this vacancy early if we receive a high volume of applications. We encourage interested candidates to apply as soon as possible.

The Role:

The Fleet Operations Executive is responsible for the day-to-day management, coordination and continuous improvement of the company vehicle fleet, ensuring services are delivered efficiently, compliantly and in line with company policies. The role manages end-to-end fleet processes, including fleet administration, supplier coordination, compliance activity, data and record management, and operational support.

Acting as a key point of contact for employees, managers, suppliers and external partners, the Fleet Operations Executive builds effective working relationships and delivers a consistently high standard of service. The role also uses fleet data and operational insight to identify improvements, support informed decision-making and enhance the overall effectiveness of fleet operations.

The successful candidate will be a highly organised and proactive professional with strong operational, administrative and relationship management skills. They will demonstrate excellent attention to detail and the ability to influence, problem-solve and collaborate effectively across all levels of the organisation.
 

The Team:

Our People Team of 15 spans Payroll, HR Operations, Internal Comms & Culture, Recruitment and Reward. Together we are responsible for building a seamless and supportive journey for every RFU colleague, helping us create high-performing and winning teams both on and off the pitch!

As a team, our culture is fast-paced and deeply collaborative; we’re a group that leans in, shares ideas, and ensures every voice is heard. We do this by living our RFU values every day: we Put the Team First to stay connected, Shape the Future by always looking for better ways to work, and Respect Each Other in every interaction.

Responsibilities:

Day-to-day responsibilities will include:

Fleet Operations

• 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.

Stakeholder & Supplier Management

• 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 programmes.
• 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.

Reporting & Data Management

• 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.
• Analyse 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 utilisation, operational performance, supplier service levels and associated costs.
• Support budgeting, forecasting and cost-control activities through accurate reporting and analysis.

Compliance & Governance

• Ensure fleet activities are managed in accordance with company policies and regulatory requirements.
• Coordinate employee driver licence 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.

Continuous Improvement

• 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.

As an RFU employee, you will:

Qualifications, Skills & Experience:

The skills and attributes outlined in this description are not exhaustive and we welcome cand