Workshop Controller

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Key Responsibilities

Workshop Planning & Scheduling
* Coordinate and schedule all planned maintenance, inspections, servicing and repairs.
* Allocate work effectively to Workshop Technicians and Mobile Technicians.
* Monitor workshop loading and labour utilisation to maximise efficiency and productivity.
* Prioritise maintenance activities in line with operational requirements.
* Ensure all work is completed within agreed timescales.

Vehicle & Asset Maintenance
* Coordinate preventative maintenance programmes for all fleet vehicles and refrigeration assets.
* Assist in reducing vehicle downtime and improving fleet availability.
* Monitor vehicle and refrigeration equipment defects and ensure timely rectification.
* Ensure all scheduled maintenance activities are completed in accordance with company standards and manufacturer recommendations

Breakdown & Incident Management
* Manage customer defect reports, breakdowns and repair requests.
* Coordinate roadside assistance and recovery providers where required.
* Ensure incident management systems are updated accurately and promptly.
* Communicate repair progress and expected completion times to relevant stakeholders.

Compliance & Documentation
* Ensure all maintenance, servicing and inspection documentation is completed accurately and retained in accordance with company procedures.
* Support compliance with:
* DVSA regulations
* Operator Licence requirements
* Roadworthiness obligations
* Company maintenance policies
* Ensure PMIs, MOT preparations and statutory inspections are completed on time.
* Maintain accurate fleet records within workshop management systems.

Parts Procurement & Supplier Management
* Source and procure parts in a timely and cost-effective manner.
* Liaise with approved suppliers to ensure availability of parts and services.
* Monitor parts expenditure and identify cost-saving opportunities.
* Process purchase orders and maintain procurement records.

Reporting & Administration
* Produce and maintain daily:
* Workshop reports
* VOR reports
* Fleet availability reports
* Maintenance progress reports
* Escalate issues impacting operational performance.
* Maintain accurate records and management information.

Cost Control
* Assist in controlling workshop maintenance expenditure.
* Monitor repair costs against approved budgets.
* Support warranty recovery processes where applicable.
* Identify opportunities to improve cost efficiency.

Recharge & Invoicing Administration
* Support the Depot Manager and Workshop Team in the day-to-day operation of the fleet.
* Assist with vehicle allocation and fleet availability planning.
* Provide administrative support during peak operational periods.
* Respond to customer and supplier enquiries relating to fleet maintenance and compliance.
* Always promote excellent customer service and professional communication

Customer Service
* Deliver a high standard of internal and external customer service.
* Ensure operational teams receive timely updates on vehicle status.
* Build effective working relationships with customers, suppliers and colleagues.

Health, Safety & Environmental
* Promote a positive health and safety culture.
* Ensure compliance with company health, safety and environmental procedures.
* Report accidents, incidents and near misses promptly.
Skills, Knowledge & Experience:
Essential
* Experience within a fleet maintenance, workshop or transport environment.
* Strong planning, scheduling and organisational skills.
* Effective verbal and written communication skills.
* Good problem-solving and decision-making abilities.
* Understanding of commercial vehicle maintenance processes.
* Good computer literacy including Microsoft Office.
* Knowledge of fleet compliance requirements.
* Full UK Driving Licence.

Desirable
* Experience within the transport, logistics or rental industry.
* Experience using workshop or fleet management systems.
* Knowledge of refrigeration equipment maintenance.
* Understanding of Operator Licence regulations.
* Technical vehicle maintenance qualification.

Personal Attributes
* Highly organised and methodical.
* Proactive and self-motivated.
* Strong attention to detail.
* Professional and approachable.
* Reliable and dependable.
* Flexible and adaptable.
* Customer-focused.
* Strong team player.
* Able to work effectively under pressure.
* Committed to compliance, accuracy and continuous improvement