Parts & Service Administrator

3 days ago


Bellshill, United Kingdom NRG Riverside Full time

Due to expansion, we are looking to recruit a flexible and committed Parts & Service Administrator to join our team in Bellshill.

**Location**: Bellshill
**Type**: Full Time, Permanent
**Hours**: Monday - Friday 8am - 5pm
**Salary**: £24,378 per annum

**Benefits**:

- 25 Days annual leave (+ statutory)
- Salary Sacrifice pension - company contributions in line with Auto-enrolment
- Employee assistance program
- OnDemand GP and face to face counselling sessions
- Discount shopping with hundreds of retailers
- Online health advice
- Wellbeing provision including discounted gym membership
- Talent development opportunities

**Main Duties**
- Ensure that job cards are opened for every job prior to work commencement
- Ensure that all job cards are then submitted back with all relevant data recorded, a foreman signature recorded for validation and then process them for payment to the customer via the RAMS I.T system.
- Ensure all parts used are recorded on job card, uploaded to RAMS and charged to appropriate cost centre.
- Ensure all inspection records & legal certification is sent to the appropriate customer in a timely manner.
- Support the fleet management areas of the Companies Operator License in accordance with legislation.
- Ensure the accurate input of vehicle fleet defects and that they are appropriately signed off by the repairing agent/technician as well as communicated to the customer.
- Ensure the customer is kept fully informed of work in progress (WIP) and any potential delays or unexpected work/ increase in costs.
- Ensure all work pre - authorisation from the customer is authorised to proceed and appropriate purchase orders numbers supplied and recorded.
- Work collaboratively with workshop departments to ensure timeliness of inspection & defect records and keep accurate vehicle history records in accordance with legislation.
- Provide support to the workshop foreman by producing estimates, obtaining work authorisations which will improve efficiency.
- Collate meaningful reports from all department activity to reduce WIP numbers.
- Record all overtime hours, holidays and absenteeism weekly and submit for authorisation.
- Ensure purchase orders are raised for relevant & associated fleet work and ensure parts requisitions are analysed and audited for accuracy
- Take workshop calls and field as required and record vehicle breakdowns and pass to appropriate staff member for action
- Assist with ensuring inspections are booked into the workshop and that the technicians forward plan for workload in advance
- Ensure that the customer is kept fully informed of work completion and any issues with delays.
- Ensure that job cards are input in the same month that the work is completed.
- Record all parts used for uploading onto RAMS system and charging out associated costs.
- Manage impress stock processes and replenish to maintain sufficient stock levels.
- Maintain vehicle history files in line with legislation by obtaining all documentation from suppliers in a timely manner.
- Support the workshop foreman in assisting the coordinating scheduled and non scheduled vehicle inspections &
- MOT's by liaising closely with external service providers.
- Order tires via DTM and ensure all paperwork is in order.
- Receive and detail vehicle defects from drivers and process as required to ensure work is completed.
- Management of the "administration" of all "O" Licence maintenance related procedures.

**Experience / Skills**
- MOT 1st time pass rates & liaise clsely with the custmer.
- Requirement to cmmunicate advice and infrmation effectively bth verbally and in writing.
- Requirement to identify infrmation needs n behalf f the custmer
- The principles of confidentiality when handling information and advice - what type of information and advice may be provided to whom.
- Knowledge of vehicle & workshop legislation
- An excellent understanding of computer systems (Excel & Word)
- The ability to pay attention to detail & prioritise workload in accordance with business and customer needs is essential. Previous related fleet administration skills (Desirable but not essential)
- Self-motivated and able to work without supervision and has a professional telephone manner when dealing with internal colleagues, customers and external suppliers.

**About the group



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