Workshop Administrator - CTS

Paragon Bank Group•Berkeley, CA

1d•Onsite

About The Position

Working as part of a 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, ensuring all vehicles remain compliant at all times. The role involves providing customer and service support for various service contracts, accurate and timely entry of jobs on Fleetwave, and controlling bookings and jobs for the CTS fleet of vehicles. This includes ensuring that MOT, LOLER, TACHO, RFL and Safety Inspections are completed and documented correctly. The role also involves managing MOT bookings, obtaining prices and ordering parts, facilitating warranty claims, informing customers of repair costs, managing KPIs and fleet team reporting, and assisting with technician clocking and work allocation. Additionally, the role includes managing company van checks and fuel cards, handling site reception and visitors, managing telephone inquiries, and assisting with invoice query resolution. Ad hoc projects and other duties as required are also part of the role.

Requirements

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
Right to work in the UK

Nice To Haves

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

Responsibilities

Provide customer & service support for various service contracts.
Accurate and timely entry of jobs on Fleetwave to aligned workshop activities.
Control the bookings and jobs for the CTS fleet of vehicles, ensuring daily, weekly and annual checks and tests are carried out in line with Group policy and legislative requirements.
Ensure MOT, LOLER, TACHO, RFL and Safety Inspections are completed and documented correctly, and loaded to Fleetwave.
Management of the MOT bookings to ensure MOT slots are available for the CTS business, facilitating the types of MOR or cancelling where required.
Obtain prices and order parts required for vehicle repairs and complete all associated administration, in accordance with company procedures (approval limits, etc), ensuring received and workshop informed.
Facilitate and chase credit for any parts needed to be returned.
Actively validate parts requests for warranty and support with the warranty claim through to completion.
Inform internal/external customers in a timely manner of vehicle damage recharges and liaise with the Customer for approval to commence the repair maintaining the appropriate records (where appropriate).
Managing Allocated KPIs and Fleet Team Reporting.
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.
Participate as a member of the Workshop Service team.
Provide the highest possible standard of customer satisfaction by establishing effective professional working relationships with customers, suppliers and colleagues to gain a detailed understanding of their operational requirements.
Where required support with technician clocking in and work allocation.
Ensure company vans allocated to the site have completed vehicle check sheets aligned to the company policies, alongside ensuring a vehicle check sheet is completed for any journey completed in a company van and management of any associated fuel card.
Manage site reception and visitors, aligning to company and site H&S requirements.
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.

Benefits

Generous Holiday Allowance: 25 days, plus a day off for your birthday, Christmas Eve, and New Year’s Eve.
Option to buy or sell up to a week’s leave
Share Save Scheme: Annually, opportunity to buy shares at a discounted rate.
Profit Related Pay
Pension Plan: Contribute up to 10% of your annual salary towards your pension.
Family Friendly policies: Enhanced parental pay and paid time off for fertility treatment.
Employee Discounts: Exclusive discounts on entertainment, travel, shopping, motoring and more.
Volunteering Day: One volunteering day per year.
Life Assurance and Personal Accident Cover
Digital GP service via free Employee Assistance Programme
Access to Wellbeing team
Vitality at Work programme (discounted gym membership, fitness equipment, wellbeing services)
Personalised development plan