Depot Coordinator
Type: Permanent, Full-time
Working Hours: Monday – Friday, 08:00 – 17:00 (40 hours per week)
Job Overview
The Depot Coordinator is responsible for the effective running of the depot's forward holding stores, ensuring stock accuracy, availability of parts and consumables, and maintaining efficient stock control processes. The role also provides administrative and operational support as per depot requirements. The Depot Coordinator will work closely alongside the Depot Assistant and Depot Foreman, with all three roles providing cross-cover during periods of annual leave and absence.
Reporting to:
Depot Manager
Liaising with:
Head Office, Customer Operations Desk, Group Stock Depot Managers, Depot Foreman, Depot Assistant, Yard Operatives, Drivers & Valeters
Key Responsibilities
Forward Holding Stores
Take accountability for the depot's forward holding stores including:
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Maintaining accurate stock levels.
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Daily issuing and receipt of parts.
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Ordering stock in line with agreed minimum and maximum levels.
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Monitoring stock usage and trends.
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Raising purchase requests when required.
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Conducting weekly stock checks.
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Completing monthly stock audits.
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Investigating stock discrepancies.
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Ensuring parts are stored safely and correctly.
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Managing obsolete and damaged stock.
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Liaising with Central Stores regarding replenishment and shortages.
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Maintaining accurate stock records within company systems.
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Ensuring engineers have the correct parts available to minimise repair delays.
Operational Support
- Monitor depot consumables.
- Coordinate deliveries of parts and materials.
- Support engineers by ensuring required parts are available.
- Assist with fleet audits.
- Support depot housekeeping standards.
- Help coordinate depot workload during busy periods.
- Assist with quality and compliance documentation.
- Depot Administration support
Reporting at Depot & Group level
Provide regular reporting on:
- Outstanding purchase requests.
- Weekly stock audit results.
Key Performance Indicators (KPIs)
- Forward holding stores availability.
- Reduction in repair delays due to unavailable parts.
- Completion of weekly stock checks.
- Completion of monthly stock audits.
- Accuracy of depot records.
- Purchase order turnaround.
- Depot administration accuracy.
- Support provided to operational teams.
Cross-Cover Responsibilities
The Depot Coordinator, Depot Assistant and Yard Foreman will work collaboratively to ensure business continuity.
Each role will provide support and cover for the others during periods of annual leave, sickness or increased operational demand, ensuring the depot continues to operate effectively.
Requirements & Skills
Essential
- Experience in stock control or stores management.
- Strong organisational skills.
- High attention to detail.
- Microsoft Excel, Outlook and Word.
- Good communication skills.
- Ability to prioritise workload.
- Self-motivated and proactive.
Desirable
- Hire industry experience.
- Warehouse or stores experience.
- Understanding of fleet operations.
Benefits:
- 25 days holiday plus bank holidays per year
- Life Insurance (2.5x annual salary)
- Company Referral Scheme (up to £1000 awarded)
- Company Cycle to Work Scheme – we buy the bike and you pay us back saving your NI
- Long Service Award – gifts, hampers, vouchers and more for long service
- Enhanced Company Pension Scheme (up to 5%, and via salary sacrifice where applicable)
- Medicash is our Healthcare Cash Plan (including access to virtual GP, and discounted prices at selected retailers and gyms)
- Learning & Development culture (professional qualifications, access to apprenticeships and more)
