Key Responsibilities
Workshop Planning & Scheduling
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Coordinate and schedule all planned maintenance, inspections, servicing and repairs.
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Allocate work effectively to Workshop Technicians and Mobile Technicians.
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Monitor workshop loading and labour utilisation to maximise efficiency and productivity.
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Prioritise maintenance activities in line with operational requirements.
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Ensure all work is completed within agreed timescales.
Vehicle & Asset Maintenance
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Coordinate preventative maintenance programmes for all fleet vehicles and refrigeration assets.
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Assist in reducing vehicle downtime and improving fleet availability.
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Monitor vehicle and refrigeration equipment defects and ensure timely rectification.
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Ensure all scheduled maintenance activities are completed in accordance with company standards and manufacturer recommendations
Breakdown & Incident Management
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Manage customer defect reports, breakdowns and repair requests.
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Coordinate roadside assistance and recovery providers where required.
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Ensure incident management systems are updated accurately and promptly.
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Communicate repair progress and expected completion times to relevant stakeholders.
Compliance & Documentation
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Ensure all maintenance, servicing and inspection documentation is completed accurately and retained in accordance with company procedures.
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Support compliance with:
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DVSA regulations
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Operator Licence requirements
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Roadworthiness obligations
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Company maintenance policies
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Ensure PMIs, MOT preparations and statutory inspections are completed on time.
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Maintain accurate fleet records within workshop management systems.
Parts Procurement & Supplier Management
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Source and procure parts in a timely and cost-effective manner.
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Liaise with approved suppliers to ensure availability of parts and services.
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Monitor parts expenditure and identify cost-saving opportunities.
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Process purchase orders and maintain procurement records.
Reporting & Administration
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Produce and maintain daily:
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Workshop reports
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VOR reports
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Fleet availability reports
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Maintenance progress reports
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Escalate issues impacting operational performance.
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Maintain accurate records and management information.
Cost Control
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Assist in controlling workshop maintenance expenditure.
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Monitor repair costs against approved budgets.
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Support warranty recovery processes where applicable.
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Identify opportunities to improve cost efficiency.
Recharge & Invoicing Administration
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Support the Depot Manager and Workshop Team in the day-to-day operation of the fleet.
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Assist with vehicle allocation and fleet availability planning.
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Provide administrative support during peak operational periods.
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Respond to customer and supplier enquiries relating to fleet maintenance and compliance.
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Always promote excellent customer service and professional communication
Customer Service
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Deliver a high standard of internal and external customer service.
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Ensure operational teams receive timely updates on vehicle status.
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Build effective working relationships with customers, suppliers and colleagues.
Health, Safety & Environmental
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Promote a positive health and safety culture.
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Ensure compliance with company health, safety and environmental procedures.
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Report accidents, incidents and near misses promptly.
Skills, Knowledge & Experience:
Essential
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Experience within a fleet maintenance, workshop or transport environment.
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Strong planning, scheduling and organisational skills.
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Effective verbal and written communication skills.
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Good problem-solving and decision-making abilities.
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Understanding of commercial vehicle maintenance processes.
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Good computer literacy including Microsoft Office.
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Knowledge of fleet compliance requirements.
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Full UK Driving Licence.
Desirable
- Experience within the transport, logistics or rental industry.
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Experience using workshop or fleet management systems.
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Knowledge of refrigeration equipment maintenance.
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Understanding of Operator Licence regulations.
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Technical vehicle maintenance qualification.
Personal Attributes
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Highly organised and methodical.
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Proactive and self-motivated.
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Strong attention to detail.
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Professional and approachable.
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Reliable and dependable.
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Flexible and adaptable.
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Customer-focused.
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Strong team player.
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Able to work effectively under pressure.
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Committed to compliance, accuracy and continuous improvement.
