Administrative Support Specialist

4 weeks ago

Reading, Reading, United Kingdom His and Hers Motors Full time

Job Title: Administrative Support Specialist

Location: Reading

Reports to: Director/Office Manager

Job Summary:

We are a leading automotive service centre, renowned for providing top-tier service and repair work. We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team. This role is essential in ensuring smooth operations in our busy repair shop, providing administrative support to the team, handling stock management, and assisting with vehicle-related tasks such as road testing.

Key Responsibilities:

  • Administrative Support:
    • Handle incoming calls, emails, and customer inquiries, providing prompt and courteous service.
    • Maintain accurate records of customer details, vehicle repairs, and service history.
    • Schedule appointments, manage calendars, and coordinate the daily workflow in the garage.
    • Prepare invoices, receipts, and other paperwork as required.
    • Assist in maintaining and updating databases for both customer information and inventory.
  • Stock Management:
    • Conduct regular stock takes of parts and supplies, ensuring accurate inventory levels.
    • Monitor stock levels and order necessary parts and materials, liaising with suppliers.
    • Organize and label stock in the parts department for easy access by mechanics.
    • Assist in managing returns and tracking orders to ensure timely delivery of parts.
  • Vehicle Road Testing:
    • Assist in road testing vehicles after repair or servicing to ensure that all repairs have been successfully completed and the vehicle is functioning properly.
    • Record and report any issues identified during the road test to the mechanics or garage manager.
  • Customer Interaction:
    • Greet customers and manage the front desk, providing assistance with paperwork and service information.
    • Process payments, provide estimates, and explain repair work in a customer-friendly manner.
    • Follow up with customers post-service to ensure satisfaction and address any concerns.

Skills and Qualifications:

  • Previous experience in an administrative role, preferably in the automotive or repair industry.
  • Strong organizational skills with the ability to multitask in a fast-paced environment.
  • Basic understanding of vehicle mechanics and road safety (training can be provided).
  • Ability to perform road tests on vehicles (a valid driver's license is required).
  • Proficient in Microsoft Office Suite (Word, Excel, etc.) and general computer skills.
  • Strong communication skills, both written and verbal.
  • Attention to detail and accuracy in handling stock management and administrative tasks.
  • Ability to work independently and as part of a team.

Preferred Qualifications:

  • Experience with automotive stock or inventory systems.
  • Knowledge of garage management software.

Work Environment:

  • Fast-paced, customer-focused automotive service environment.
  • Regular interaction with customers, technicians, and other service department staff.
  • May require standing for extended periods and occasional lifting of up to 25 pounds.

Salary: £Negotiable

Benefits:

  • 23 days holiday
  • Pension
  • Full time or Part time available

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