Job Summary
We are seeking a highly organised and detail-oriented HGV Workshop Office Administrator to support our busy workshop environment. The successful candidate will be responsible for managing administrative tasks, maintaining accurate records, and ensuring smooth communication between team members and clients. This role offers an excellent opportunity for individuals with office experience and strong computer skills to contribute to a professional and efficient workshop operation.
Responsibilities
- Manage all general administrative duties including data entry, filing, and correspondence.
- Manage all vehicle drop offs ensuring Vehicles or trailers are left in the correct parking bays
- Manage all Vehicle and trailer collections notifying Customers when ready to Collect or Allocating to Workshop Drivers to Return to Customers site
- Raise completed job cards to invoices using Xero.
· Scanning and filing tachograph calibration certificates, ensuring everything is stored correctly
· Booking of third-party MOT tests and all related administration
· Checking job cards are completed fully and correctly and matching them with the correct inspection sheets. Sending
· Reviewing brake test job cards for accuracy and compliance
· Scanning all brake tests, completed that day, onto the required system dependant on Customers system.
· Key audits
· Providing general operational and administrative support to the workshop and assisting with day-to-day tasks, including passing on updates, co-ordinating information and helping to keep the workflow moving smoothly and efficiently
· To greet and sign in all site visitors and to ensure that safety procedures are followed whilst directing them to the right person or department
The right candidate for this role must maintain a professional and organised front-of-house presence for the site and must be dependable, reliable and self-motivated and professional at all times whilst remaining calm under pressure. Be able to manage a busy workload, stay focused in a fast-paced environment and be able to work both as part of a team and alone. Also requires a proactive attitude, good attention to detail and a good understanding of compliance alongside strong administrative, computer and communication skills.
Previous experience in a HGV workshop, fleet maintenance or transport compliance setting with an understanding of ATF Lane and MOT processes and familiarity with brake testing and tachograph regulations would be preferred but not essential.
- Handle incoming calls with professional phone etiquette, directing enquiries appropriately.
- Maintain organised records of workshop activities, parts inventory, and service schedules.
- Utilise Microsoft Office, Google Workspace, and QuickBooks to update spreadsheets, invoices, and reports.
- Assist with scheduling appointments, service bookings, and liaising with clients regarding workshop activities.
- Support the workshop team by providing clerical assistance as needed to ensure operational efficiency including updating customers on progress of vehicles and notifying when vehicles are ready to collect
- Perform regular administrative tasks such as photocopying, scanning, and maintaining office and Workshop supplies.
Skills
- Proven office experience with a strong understanding of administrative procedures.
- Excellent organisational skills with the ability to prioritise tasks effectively.
- Proficient in computer skills including Microsoft Office (Word, Excel, ) Including accounting software Xero
- Strong typing skills for accurate data entry and documentation.
- Good communication skills with professional phone etiquette.
- Experience in clerical work or administrative support within a workshop or similar environment is desirable.
- Ability to work independently with minimal supervision while maintaining attention to detail.
This role is ideal for a motivated individual seeking a challenging yet rewarding position within a dynamic workshop setting. The successful applicant will play a vital part in ensuring the smooth operation of our HGV workshop through effective administration and organisation.
Pay: £30,160.00 per year
Work Location: In person
