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Coronavirus (Covid-19) Operational Update

Fuel Management Administrator

Job Title: Fuel Management Administrator 

Reports To: Transport Manager/Assistant Transport Manager

Hours: Monday - Friday 8:30am - 5:00pm with 1 hour for lunch and 2 x 15 minutes breaks which are unpaid.

Saturday morning (8:00 - 12:00 noon) cover on a rotational basis currently 1 week in 3, for which overtime will be paid.

Location: Warmley, Bristol

Job Purpose

To manage the day to day scheduling of fuel deliveries to fuel management customers, in an efficient manner – utilising both in-house and external fuel tankers / bowsers (based in all of our depots), ensuring that tanks are kept topped up to ensure that no-one runs out of fuel – maximising margin and profitability at all times.

To monitor and predict fuel usage for all fuel management jobs, maintaining accurate records of all usage and fuel deliveries.

To ensure that all relevant internal rental sales personnel are kept up to date with the market rates of fuel – and oversee and manage the appropriate adjustment to customers’ fuel management rates to ensure contracts are retained whilst maximising profit margin.

To actively promote fuel management as an addition to existing rental contracts, speaking to customers and up-selling where possible.

You will be responsible for supporting the needs of our internal customers – Power Electrics Bristol Ltd and Power Electrics Generators – fulfilling their fuel supply requirements.

Providing an excellent 24/7 service to our valued customers is paramount.

Key Tasks & Main Duties

  1. Maintain accurate and up-to date records of all rental contracts which include fuel management service
  2. Maintain regular dialogue with customers who have fuel management to better understand how they are using generators and therefore how they are using fuel
  3. Calculate fuel usage for all fuel management contracts to ensure efficient fuelling intervals are programmed (balancing the maximisation of potential margin vs. a safety margin to ensure no “run outs”)
  4. Schedule and programme refuelling of generators under fuel management contracts – using in- house tankers and 4x4 & bowsers from all depots and external fuel contractors where necessary. Ensuring that any scheduling of in house transport complies with all relevant Driver’s Hours and Working Time Directive regulations
  5. Liaise with Transport Manager, Assistant Transport Manager and relevant remote depot personnel to ensure fuel delivery drivers are being used efficiently (i.e they will potentially be driving other vehicles if not fuelling – so their use needs to be scheduled in conjunction with others)
  6. Produce all fuel management related paperwork (e.g. delivery notes, job sheets, purchase orders)
  7. Build and maintain relationships on a daily basis with third party fuel companies – ensuring good supply rates are negotiated and maintained, ensuring POD’s are supplied regularly to allow effective and timely invoicing of our customers and ensuring fuel companies invoices are paid in a timely manner
  8. Liaise with Power Electrics accounts department in all aspects of fuel management invoicing including assisting in the resolution of any problems relating to fuel invoicing (such as customer queries or issues of non-payment)
  9. Produce regular internal reporting for Transport Manager to report on current fuel rates (both internal and external) – identifying margins on each fuel management contract
  10. Proactively approach existing rental customers who have not taken up the option of fuel management and where possible “Up Sell” to increase fuel management revenue streams
  11. Troubleshooting fuelling requirements as required using all available resources – in the event of fuel “run out” – liaising with Transport Manager and Service Dept to ensure swift resolution of any problem
  12. Successful Candidate will also be required to produce regular reporting for Rental Department on Quote conversion rates (relating to activities of Hire Desk Controllers)
  13. Comply with the Company Health & Safety Policy, including carrying out general housekeeping to ensure work areas are kept tidy
  14. Comply with all aspects of the company ISO 9001:2015 procedures, proactively contributing to the company’s continuous improvement programme

Skills & Experience Required


  1. Good organisational and communication skills
  2. Suitable candidate must be able to demonstrate an ability with mathematics
  3. Suitable academic qualifications to demonstrate capability, i.e. educated to at least A level standard and preferably degree level. Or proven experience in the area of transport management/ scheduling.
  4. Strong IT skills and be able to use MS Excel
  5. Able to manage changing priorities in a fast moving environment
  6. Ability to work as part of a team
  7. Have a flexible approach to working hours as the needs of the business dictates



  1. Proven ability to negotiate best price and service with suppliers
  2. Logistic and route planning experience
  3. Working knowledge of legal requirements and how to comply with them, including but not limited to Drivers hours, vehicle and driver safety
  4. Geographical knowledge of the UK

Please note: We carry out DBS checks on our workforce due to the nature of our work and any offer is dependent on satisfactory references being obtained.


23 days holiday plus bank holidays, company pension scheme, private medical and life assurance schemes.

Closing Date: 14 February 2020


If you do not hear from us within 10 days of the closing date, then your application has not been successful on this occasion.

Apply Today

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