Join a thriving commercial vehicle service team where your organisational skills and customer focus will drive operational excellence.
HGV Service Planner & Administrator
Reading | £35,000 DOE | Full Time | Permanent
Are you an organised, proactive and customer-focused administrator who thrives in a fast-paced environment?
Do you have experience within the HGV or commercial vehicle sector and enjoy juggling multiple priorities while keeping customers informed and happy?
We're looking for an experienced HGV Service Planner & Administrator to join a busy commercial vehicle service team in Reading. This is a varied, hands-on role where you'll play a key part in keeping the workshop operating efficiently, coordinating customer bookings and ensuring every customer receives an exceptional level of service.
No two days will be the same and you'll need to be someone who can think on their feet, solve problems and keep smiling when things get busy.
The Role:
As HGV Service Planner & Administrator, you'll be the key point of contact for customers booking their vehicles into the workshop for servicing, routine maintenance, MOTs and additional repairs.
You'll work closely with the Service and Workshop teams to coordinate jobs, manage customer expectations and ensure vehicles move efficiently through the workshop.
You'll also support the administration of the workshop and MOT testing facility, including preparing job cards, processing invoices and maintaining accurate vehicle and service records.
Key Responsibilities:
- Manage customer bookings for servicing, maintenance, repairs and MOTs
- Plan and coordinate workshop capacity to maximise available bookings
- Make outbound calls to customers to fill available workshop capacity
- Accurately interpret customer requirements and prepare job cards/repair orders
- Keep customers updated on vehicle progress and communicate any delays
- Obtain and record customer authorisation for additional work and parts
- Promote additional workshop services and repairs where appropriate
- Coordinate parts orders and sub-contracted work
- Prepare and raise invoices, including MOT invoices
- Assist with job card preparation, scanning and filing
- Maintain accurate vehicle histories and service records
- Ensure documentation meets customer requirements and operator licence standards
- Carry out post-service customer calls and pass feedback to the Service Manager
- Provide customers with service documentation when required
- Assist with developing parts and labour sales to support branch targets
- Handle and account for payments where required
- Ensure all administration and filing is accurate and completed promptly
- Follow all company health & safety procedures and customer satisfaction processes
What We're Looking For:
You'll be someone who is naturally organised, confident dealing with customers and able to remain calm and professional when the workshop gets busy.
Ideal candidates will have previous experience within HGV, commercial vehicle or automotive aftersales, although strong candidates with transferable service planning or automotive administration experience will also be considered.
You'll need:
- A proactive can-do attitude
- Excellent organisation and attention to detail
- Strong customer service and communication skills
- Previous administration experience
- The ability to multitask and work to deadlines
- Strong problem-solving skills
- Good technical understanding, ideally within commercial vehicles
- Confidence working with costing and invoicing information
- The ability to work independently as well as part of a wider team
- A calm, professional approach in a fast-paced environment
What's On Offer:
Salary up to £35,000 per annum, depending on experience, plus a comprehensive benefits package including:
- 30 days' annual leave including bank holidays
- Additional holiday for long service
- Holiday purchase scheme up to 3 additional days
- Electric Vehicle salary sacrifice scheme
- Employer pension scheme
- Free Class IV MOT each year
- Mental Health First Aiders
- £1,500 referral bonus for successful technician referrals
- Full pay for 2 weeks' paternity leave
- Personal Accident Scheme
- Corporate uniform provided
- Cycle to Work scheme
- Free on-site parking
- Manufacturer training and development programmes
- Genuine opportunities for career progression
Working Hours:
Monday to Friday: 8:00am – 5:00pm
30-minute unpaid lunch break.
Saturday: 1 in 4 rota, 8:00am – 12:00pm
Why Join:
This is more than an administration role. You'll become a vital part of a busy commercial vehicle operation, working alongside experienced Service and Workshop teams and playing a direct role in delivering an outstanding customer experience.
If you're looking for a role where you can use your organisation, customer service skills and automotive knowledge while developing your career within a supportive and established business, we'd love to hear from you.
Apply through Indeed today.
INDTT
INDLC
Job Types: Full-time, Permanent
Pay: £29,000.00-£31,000.00 per year
Benefits:
- Company pension
- Cycle to work scheme
- Employee discount
- Enhanced paternity leave
- Free parking
- Health & wellbeing programme
- On-site parking
Work Location: In person
