Job Overview
We are seeking a dynamic and highly organized Workshop Coordinator & Operations Administrator to join our team. This vital role combines hands-on workshop coordination with comprehensive administrative oversight, ensuring smooth operations across all facets of our facility. You will be responsible for managing workshop activities, coordinating equipment and supply logistics, and maintaining efficient communication between departments. Your proactive approach will help optimize workflow, enhance safety standards, and deliver exceptional service to our clients and internal teams. This position offers an exciting opportunity to contribute to a fast-paced environment where your mechanical knowledge, logistical expertise, and customer service skills will shine.
Job Type: Full-time
Pay: £33,200 - £35,000 depending on experience
Shift Pattern: Tues – Fri 07:00 hrs – 17:00 hrs Term Time (Reduced hours in School Holidays), Sat 08:00 hrs – 16:00 hrs
Location: Romsey, Southampton
Holiday: 20 days’ plus 8 bank holidays (after 2 years accrue additional 2 days holiday, after a further 3 years accrue additional 3 days holiday)
Requirements:
Cat D driving licence, Driver CPC, Digital Tachograph, DBS
Knowledge of PSV Maintaining Roadworthiness
Knowledge of PSV Driver Hours Rules & Regulations
Previous experience using Distinctive Systems VMS & Coach Manager - desirable
Previous experience using TruTac Fleet Compliance System – desirable
Key Responsibilities
- Workshop Coordination: Plan and schedule vehicle maintenance, servicing, and MOT testing to minimize downtime.
- Compliance & Auditing: Maintain audit-ready DVSA (Driver and Vehicle Standards Agency) maintenance records, inspection documentation, and digital job cards.
- Workshop Administration: Process purchase orders, manage parts procurement, track workshop consumables, and monitor repair costs.
- Communication: Liaise between transport operations and engineering staff to handle vehicle defect reports, breakdowns, and schedule changes.
- Operations Administration: Assistthe Operations Team in the day-to-day admin, driver compliance & training.
Other responsibilities include:
- To order parts and sub-contract services in line with company procedures.
- To ensure all necessary maintenance records are up to date on internal local systems.
- To ensure that forward planning and booking of MOT tests are carried out in a timely manner.
- To ensure all guidelines on health and safety are followed within the scope of your responsibility.
- To carry out end of month procedures including clearing down outstanding WIP prior to closing the month down and correlating invoices applicable to suppliers on consolidated terms.
- Drive a PCV where needed.
- Included in the 1 in 5 Out of Hours Emergency On-Call Rota.
Key skills include:
- PSV Licence required.
- Operate VMS workshop IT.
- Excellent telephone manner.
- Good IT skills to include Word, Excel.
- Able to manage own time efficiently.
- An enthusiastic and strong team player, encouraging a team working environment with the commitment to drive and support others as required.
- Support Group / Company initiatives comply with all Group / Company policies and demonstrate Group Company values.
- Ability to multitask and work under pressure.
Pay: £33,200.00-£35,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
Work Location: In person
