Fleet Operations Executive

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:

• Actively collaborate with colleagues to contribute to the development and delivery of the current 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 – This Rose Means Everyone: Put the Team First, Shape the Future, Respect Each Other.
• 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.

Qualifications, Skills & Experience:

The skills and attributes outlined in this description are not exhaustive and we welcome candidates who can bring different relevant experiences to the role.

Essential:

• 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 our culture by using our three core values – Put The Team First, Shape the Future, Respect Each Other – to guide your day-to-day decisions, actions and interactions.
• Committed to actively contributing and building an inclusive culture in your role and day to day behaviours.

Desirable:

• Experience within fleet management, vehicle leasing, transport or automotive operations.
• Experience using fleet management systems and reporting tools.
• Understanding of fleet compliance and vehicle governance requirements.
• Experience supporting operational improvement projects and process enhancements.

Additional Information:

• All role holders must maintain an appropriate standard of confidentiality. Any disclosures of confidential information (including personal information kept on computer or other media) made unlawfully outside the proper course of duty will be treated as a serious disciplinary offence.
• 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.
• During your application, we will ask questions about your identity. This information is considered highly confidential and will not be seen by hiring managers. You can find out more about why we ask these questions here.