Depot Administrator

MAIN PURPOSE OF JOB:

• Working as part of a small team, this post holder undertakes all administrative duties required to ensure the smooth running of the service provided by the vehicle workshop which maintains the vehicle fleets, with dual responsibility for ensuring customer vehicles remain compliant at all times.

KEY RESPONSIBILITIES / ACCOUNTABILITIES:

To provide customer & service support for various service contracts. 

• Accurate and timely entry of jobs on Fleetwave to contracts as requested.
• In conjunction with the other members of the team, to control SFS and customer fleet vehicles, including vans, cars, HGV’s and plant, ensuring daily, weekly and annual checks and tests are carried out in line with Group policy and legislative requirements. This includes ensuring that MOT, LOLER, TACHO, RFL and Safety Inspections are completed and documented correctly.
• Creation of defect jobs, triggered by customer emails or calls, enabling a date and time stamp to be recorded against the defect, then supporting in the management of the defect through to completion.
• To obtain prices and order parts required for vehicle repairs and complete all associated administration, in accordance with company procedures.
• To inform the Customer in a timely manner of vehicle damage recharges and liaise with the Customer for approval to commence the repair maintaining the appropriate records.
• Processing of SFS tyre requests, adding the detail jobs to Fleetwave, reviewing reports and obtaining recharges.
• To maintain effective links with the customers in relation to fleet breakdowns, vehicles ready for use and progress updates on repairs to vehicles.
• To maintain and scan records of repairs to vehicles to demonstrate compliance with Regulatory and contract requirements together with customer and company policies.
• Timely production of monthly and annual maintenance schedules for customers and Workshop Controller to support with workshop loading.
• Ensure H&S policies are adhered to.

Managing Allocated KPIs and Fleet Team Reporting

• To enter and keep updated jobs into the fleet management system, so data is held on a real time basis.
• Managing assigned KPI’s and action accordingly.
• Completion of the daily VOR reporting
• Weekly completion of the WIP report and WIP comparison report.
• From WIP comparison report highlighting areas of concern to the Workshop Controller
• Weekly production of exception report showing missed services, along with distribution to Workshop controller

Participate as a member of the Workshop Service team.

• To provide the highest possible standard of customer satisfaction by establishing effective professional working relationships with customers and colleagues to gain a detailed understanding of their operational requirements alongside the terms of the individual SFS contracts.
• To manage site reception and visitors, aligning to company and site H&S requirements.
• To be the first point of contact for all telephone calls, re-directing enquiries as appropriate.
• Assist with resolution of invoice queries allocated to you via the query process.

Ad hoc projects & any other duties as required.

Essential Skills  

• Extremely proficient in MS Suite
• Confident and Effective communication skills
• Organised and detail conscious
• Customer service skills and the ability to work alone whilst being a team player
• Good interpersonal skills
• Proven track record of problem solving

Desirable Skills

• Full driving license
• Experience working in a vehicle workshop environment
• Previous experience of using a Fleet management system
• Experience of operating within a similar environment, or, as a minimum,
• Experience of operating in a busy office environment with the requirement to manage changing expectations and respond positively

Paragon perks

• Generous holiday allowance, with a day off for your birthday!
• Paid community volunteering
• Company-wide, profit-sharing bonus
• Pension plan - we’ll contribute up to 10% of your annual salary
• Life assurance and personal accident cover

Be yourself

We welcome diversity and we care about inclusion. That’s why we want you to be your whole self at work. We believe an inclusive workplace is good for each of us, great for our customers and better for our business. Formed in 2020, our Equality, Diversity and Inclusion Network meets regularly to share challenges, experience and ideas to build a more equal, diverse and inclusive business.

Be heard

We listen to your point of view, with our People Forum and regular employee surveys making sure you can use your voice and influence our future.

Be well

We offer a range of support to help you care for your wellbeing, from our free Employee Assistance Programme to our qualified Wellbeing team who are on hand to connect you with the help you need to get more out of life.

Be better

We want you to reach your potential and, as an Investors in People employer, we’ll encourage you to learn and develop by building a personalised development plan together with your manager.

Be a part of it!

Our employees tell us that the best thing about Paragon is the people! So, if you’re looking for an energetic, friendly team with a great set of values to help you take the next step in your career, apply now and let’s grow together!