Operations Office Assistant
Location: Normanton
Type: Permanent, Full-Time
Working Hours: Monday – Friday, 08:00 – 17:00
Job Purpose
To provide administrative and operational support across the business, ensuring the efficient management of fleet records, vehicle compliance, workshop activities, damage recovery processes and depot administration. The role is responsible for maintaining accurate vehicle and operational data, coordinating key fleet activities, and supporting vehicle availability through effective communication with internal teams and external suppliers.
Working closely with Operations, Workshop, Logistics and Head Office teams, the Operations Office Assistant plays a vital role in supporting the smooth day-to-day running of depot operations while ensuring high standards of accuracy, compliance and customer service are maintained.
Reporting To
Operations Office Manager
Liaising With
Operations Team, Workshop Staff, Vehicle Technicians, Hoist Engineers, Drivers, Logistics Team, External Repair Agents, Body Shops and Head Office Staff.
Key Responsibilities
Fleet Administration & Compliance
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Maintain accurate vehicle records, fleet files and compliance documentation.
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Manage vehicle documentation including V5s, LOLER certificates, warranty information, spare key records and vehicle compliance records.
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Monitor and schedule reminders for servicing, MOTs, LOLER inspections, warranty expiries and vehicle taxation.
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Manage vehicle road tax renewals and maintain mileage records.
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Audit new vehicle records and compliance documentation within Syrinx.
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Update disposal records and process vehicle transfers following vehicle sales.
Operations & Workshop Support
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Support the day-to-day administration of depot and workshop operations.
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Allocate fleet numbers and maintain vehicle records within Syrinx.
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Raise, update and close workshop jobs through the scheduling system.
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Coordinate vehicle off-hire inspections, including mechanical, damage and hoist inspections.
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Liaise with internal departments and external suppliers regarding vehicle repairs and operational requirements.
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Manage vehicle key control and movement logs.
Damage Recovery & Administration
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Assist with investigating vehicle damage and obtaining repair quotations.
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Prepare and process recharge documentation accurately and efficiently.
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Maintain detailed and accurate records relating to vehicle repairs and recharge activity.
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Raise and receipt purchase orders and support general operational administration.
General Office Support
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Provide excellent customer service to internal and external stakeholders.
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Carry out filing, scanning, data entry and document management tasks.
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Handle confidential information professionally and securely.
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Support colleagues across departments during periods of high workload.
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Undertake any other reasonable duties as required by the business.
Health & Safety
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Comply with company Health & Safety policies and procedures.
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Promote safe working practices across depot and workshop operations.
Personal Skills
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Strong administrative and organisational skills.
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Excellent verbal and written communication skills.
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High level of accuracy and attention to detail.
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Good working knowledge of Microsoft Office, particularly Excel and Outlook.
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Ability to prioritise workload and meet deadlines in a fast-paced environment.
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Strong time management and multitasking skills.
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Ability to work independently and as part of a team.
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)
