Vehicle Operations Specialist

The Role

We are looking for a Vehicle Operations Specialist to join our growing Vehicle Operations team as our fleet continues to scale.

Based within our Downtime team, this role will focus on the performance and commercial management of our hire vehicle portfolio, while also supporting wider operational reporting and process improvement across Vehicle Operations.

You will work closely with Vehicle Operations Specialists, Team Leads, and external partners to ensure hire vehicles are managed effectively, recovery opportunities are followed through, and agreed processes are being followed.

This role requires someone who is commercially minded, organized, confident working with data, and comfortable challenging others constructively when performance or processes are not where they need to be.

You will also play an important role in helping us improve how we work, using data, technology, and new ideas to build more effective and scalable processes.

Manage Hire Vehicle Performance

Maintain oversight of hire vehicles across active cases, ensuring we have clear visibility of hire duration, cost, extensions, expected repair timelines, and next actions.

Identify aged, high-cost, or unusual cases and work with the team to reduce avoidable spend while ensuring drivers remain appropriately supported.

Support Cost Recovery

Track recovery opportunities and outstanding contributions from manufacturers, dealerships, and partners.

Vehicle Operations Specialists will remain responsible for leading commercial conversations, while you will provide the administration, tracking, and follow-up needed to ensure agreed processes are completed and money is actively chased.

You will help maintain clear visibility of amounts requested, agreed, received, and outstanding.

Analyse Operational Performance

Use operational data to identify trends, risks, and improvement opportunities across Downtime and the wider Operations department.

This may include reviewing hire costs, aged cases, recovery performance, supplier performance, process compliance, and operational workloads.

Turn data into clear insights and actions rather than simply maintaining reports.

Build and Maintain Reporting

Create, maintain, and improve trackers, reports, and dashboards using tools such as Excel and Google Sheets.

Ensure data is accurate, accessible, and useful, and look for opportunities to simplify or automate manual reporting wherever possible.

Provide Feedback and Create Accountability

Identify where actions, processes, or expectations have not been followed and provide constructive feedback to Vehicle Operations Specialists.

You will need to be confident holding people accountable for agreed actions while maintaining strong and positive working relationships.

The aim is always to improve performance and consistency, not simply identify mistakes.

Improve Processes

Look for opportunities to improve the way we work.

You should be able to take an existing process or project, understand where it could be stronger, and help develop it into something more efficient, scalable, and innovative.

This may involve improving controls, redesigning workflows, introducing better reporting, or using new technology to reduce manual work.

Use Technology and AI Effectively

Be confident using technology and learning new systems.

Experience using AI or automation tools such as ChatGPT, Gemini, Copilot, or similar would be advantageous, particularly where they have been used to improve reporting, analysis, or productivity.

You do not need to be an AI expert, but you should be curious about how technology can improve operational performance.

Support Repair Progress Where Required

Repair chasing will not be the primary focus of the role, but there will be occasions where you need to contact dealerships, manufacturers, repairers, or other partners to understand delays or resolve blockers affecting hire duration.

You should therefore have a basic understanding of how automotive repair and service processes operate.