* £16.19
* Monday-Friday – 8am to 19:00pm
JOB PURPOSE AND SCOPE:
The postholder serves as the primary point of contact for the vehicle workshop department, delivering a professional and efficient front of house reception service. Responsibilities include scheduling workshop repairs and maintenance, managing bookings for pool and hire vehicles, and completing a range of administrative tasks such as invoice processing, data entry into the fleet management system, and maintaining both electronic and physical records.
Working collaboratively with workshop colleagues the postholder will identify and coordinate the procurement of vehicle spares and consumables. The role also includes the coordination of vehicle breakdowns and helping to coordinate the movement of vehicles around the county.
The role also involves promoting equality, diversity and respect in all interactions and ensuring compliance with Data Protection, Health and Safety and other relevant legislation.
CORE WORK AREAS:
1. Coordinate appointments for unplanned vehicle repairs and defect reporting in collaboration with workshop management
2. Support the overall function of the fleet maintenance department, maintaining manual and electronic systems ensuring security and sensitivity always.
3. Efficiently process job costings, ensuring all data is accurately recorded against relevant transport budgets and within agreed timeframes.
4. Log and track all incoming and outgoing stock using the appropriate inventory systems, maintaining minimum stock levels as required.
5. Work independently, following verbal or written instructions with minimal supervision.
6. Manage and monitor workshop stock levels and consumables, ensuring availability and proper allocation.
7. Process purchase orders, invoices, and delivery documentation—both self-initiated and submitted by colleagues—ensuring compliance with audit and financial procedures.
8. Liaise effectively and professionally with internal staff, external suppliers, and contractors, always maintaining confidentiality, integrity, and courtesy.
9. Coordinate with Fleet Management and end users to manage manufacturer safety recall programmes for vehicles.
10. Monitor, progress and chase warranty claims with suppliers of parts providing weekly updates of parts on back order.
11. Follow up on missed appointments, taking appropriate actions and escalating where necessary.
12. Oversee the daily operation of the HQ Pool Car service, ensuring optimal vehicle allocation and prompt return of vehicles for continued availability.
13. Deliver vehicle familiarisation presentations to pool car vehicle end users when requested.
14. Maintain high standards of professionalism in all tasks, adhering to Health and Safety and COSHH regulations, and considering the wellbeing of colleagues and vehicle users.
15. Provide a high level of customer service, treating all visitors to the HQ Fleet Maintenance Department with respect and professionalism.
16. Coordinate visits from external contractors and suppliers when requested by Fleet Management team members.
17. Arrange appropriate responses to vehicle breakdowns or accidents as directed by Fleet Management.
18. Managing MOT and inspection appointments, and communicating with users to provide alternative vehicles during service intervals.
Requirements Essential (E) or Desirable (D) Measurement (see below)
Qualifications/ Training
Full current driving licence E A
Experience
Experience working in a vehicle related and vehicle spare parts environment
D
A
Administrative experience D A
Experience in stock control
D
A
Experience of managing diaries or booking shared resources.
D
A
Skills Competent in the use of various IT processes including Word, Excel and Outlook E I
Strong organisational skills E I
Ability to co-ordinate resources effectively E I
Ability to make independent decisions and communicating them clearly E I
Ability to use own initiative E I
Knowledge Basic mechanical and electrical understanding across various vehicle manufacturers. D A, I
If you think this job role is for you, please send your CV to rebeccabentum@carringtonblakerecruitment.com
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