Fleet Reception Service Advisor

7 months ago

Perth, United Kingdom Rightmann Full time

Do you have a driving licence and experience working within a fleet department? This is a unique opportunity in a permanent post working with Perth and Kinross Council Fleet Department.

Shift: 07:30 - 15:45 Monday to Friday 36 hours

**Job Purpose**

To support Business Support and Fleet providing a comprehensive front line Fleet/Reception service supporting the Workshop Operations and the provision of a reception service to internal and external customers.

**Main Accountabilities**
- Maintain and adhere to requirements set out in Service Level Agreement and ensure vehicles (under 3.5t) are presented as per scheduled service dates.
- As per requirements within the Service Level Agreement liaise closely with Workshop Supervisor/Chargehands on a daily basis to ascertain an update of service maintenance and repairs and provide main contact with a progress report/ estimated finish date.
- Provision of a front line service where phone calls for vehicle breakdowns are dealt with in a prompt manner.
- Creation of job cards on Key 2 associated with vehicles/plant presented for service and defects.
- Responsible for co-ordination of vehicle bookings/delivery of vehicles and monitoring of vehicles which are with external companies and gaining status reports for workshop/vehicle users.
- Co-ordinate with vehicle user/local dealerships in arranging vehicle recalls as per manufacturer requests.
- Monitor and co-ordinate valets of serviced vehicles/spare pool vehicles in line with Service Line Agreement requirements and demands of spare pool vehicles.
- Utilisation of Navman - Vehicle Tracker System to interrogate and use data associated with reception tasks and requests from Fleet Management.
- Responsible for creation of monthly taxi report, analysing accuracy of data, notifying relevant operators of forthcoming taxi/private hire tests required to be made and monitor and oversee bookings are made within required deadlines.
- Checking vehicle licencing substitution paperwork from operators and inputting information onto Key 2.
- Processing of taxi/MOT payments via Pay360.
- Completing a valid certificate of fitness as per licencing guidelines once a private hire/taxi has passed its test.
- Enquire and organise external hire vehicle requests following Scotland Excel procurement rates and submit order requests onto PECOS.
- Monitoring of generic Outlook in-boxes and respond/forward on where necessary
- Checking external hire invoices and recording data on spreadsheets before being submitted to Finance for payment.
- Weekly audit check of Parts in Stock awaiting to be fitted and ensure job cards are in correct status.
- Monitoring of spare pool electric vehicles having appropriate charge according to needs of Fleet Spare Pool.
- Analysing reports and updating Key 2 as well as producing reports for Fleet Management.
- Assist vehicle users with fuel fob issues at Friarton fuel pumps and resolving issues via the use of vehicle fuel system Fuel Tran.
- Greeting visitors and staff and ensuring visitors are aware of site rules and regulations pertaining to H & S while on site.
- Liaise closely with and assisting the Workshop Supervisor/Chargehand as required.
- Dealing with vehicle/asset maintenance calls including urgent and routine.
- Carry out inspections of Fleet Spare Pool Vehicles/externally hired vehicles with customers at pick up stage and on return for damage/cleanliness.
- Assist with the delivery and collection of vehicles to and from local damage repair centres as and when required.
- Monitor and measure progress on work performed by sub-contractors dealing with Grounds Maintenance plant.
- Maintenance of a filing/record system for all current taxi/private hire paperwork.
- General office duties including operating a laminator and photocopier as required.
- Report property faults to property on Concerto.
- Issue work for workshop mechanics on LGV and in absence of chargehand issue work for defects and HGV’s.
- Complete workshop job cards ensuring all cards are correctly filled out with labour and parts used.
- Update Out of Service Sheets and workshop handover.
- Fill out Off road sheet and sent on for management.
- Prioritise job cards in order of importance.
- Book in all tacho calibrations
- Weekly MOT & Tachograph report
- Organise workshop handyman to collect/drop off vehicles for repairs.
- Update all MOT certificates.
- Call external contracts using initiative/experience on who will attend.
- Contact users of vehicles when trackers show not used for over 1 week and find out why.
- Update HGV MOT sheet for KPI’s.
- Organise HGV’s to come in for inspection dates and arrange spare vehicles for up to 5.2 Tonnes.

**Job Types**: Full-time, Permanent

Pay: £13.59 per hour

Expected hours: 36 per week

**Benefits**:

- Company pension
- Free parking
- On-site parking

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (required)

**Experience**:

- Customer service: 1 year (required)
- Admin

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