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Location: Kettering
Reports To: Depot Manager / Fleet Operations Manager
Salary: 27,000 + Bonus
Employment Type: Full-time / Permanent
Job Purpose
The Depot Administrator is responsible for providing administrative support to ensure the efficient operation of a busy fleet depot. This role involves coordinating vehicle servicing schedules, managing records and compliance documentation, liaising with suppliers and customers, and supporting the day-to-day operations of the depot team.
Key Responsibilities
- Administrative Support:
- Maintain accurate and up-to-date records of vehicle maintenance, MOTs, servicing, and repairs.
- Process job cards, invoices, and purchase orders.
- Monitor fuel usage, vehicle mileage, and defect reporting.
- Customer & Supplier Liaison:
- Act as the first point of contact for depot-related queries.
- Schedule and confirm appointments for vehicle services and inspections.
- Liaise with suppliers regarding parts orders, deliveries, and costings.
- Compliance & Documentation:
- Ensure vehicles meet legal and regulatory requirements (e.g., VOSA, DVSA).
- Track and file all vehicle compliance documents including insurance, tax, tachograph data, and driver checks.
- Systems & Reporting:
- Use fleet management software to log and track vehicle performance and maintenance records.
- Produce reports on fleet performance, downtime, costs, and service schedules.
- Team Coordination:
- Support workshop technicians by preparing necessary documentation and ensuring timely parts delivery.
- Assist management with depot audits and process improvements.
- Proven experience in an administrative role, preferably within the automotive or fleet industry.
- Strong IT skills including Microsoft Office and fleet management software.
- Excellent organizational and time management abilities.
- Strong communication skills, both verbal and written.
- Ability to work independently and as part of a team.
- Knowledge of compliance requirements within fleet operations (desirable).
