Administrative Assistant/ Officer

To assist in the delivery of an efficient, high quality front of house Transport service.
Duties and Responsibilities - Job Specific 1.
To provide reception duties for the Workshop front desk, including answering queries from customers both face to face and over the telephone.
2.
Facilitate the booking in and out of vehicles, plant and equipment for servicing and maintenance.
3.
Ensure stock records are kept up to date.
4.
Respond to all the general day to day enquiries received by the workshop.
5.
Day to day responsibility for fuel supply to all sites.
Monitor levels and order the fuel.
Issue fuel keys in conjunction with the Timeplan Fuel System.
6.
Input all data relating to fuel into relevant database.
7.
To contact agreed suppliers to source parts for the workshop by assessing the needs of the service by ensuring cost effectiveness.
8.
Organise vehicle recovery in an event of an emergency and for Engineer to attend.
9.
Down load fuel figures for month end.
10.
Responsible for organising 6 monthly site inspections of fuel tanks in accordance with legislation and Conwy's Environment Policies.
11.
Contact Customers to arrange servicing and MOT's on a weekly basis.
12.
File all MOT certificates and keep in a secure area.
13.
Raise purchase orders and process all invoices and price up all job cards on behalf of the Workshop in order to generate monthly recharges to customers.
14.
Raise and reconcile job cards as instructed by the Workshop 15.
Ensure all vehicles are legal by purchasing road tax using the DVLA website and updating the relevant database.
16.
Allocate, schedule and prioritise jobs / cards to mechanics in accordance with discussions with Customers.
17.
To issue inventory lists for vehicles, plant and equipment to customers on a periodic basis and monitor customer compliance with servicing requirements.
18.
Circulate details of work carried to vehicles to service users on a monthly basis 19.
Ensure relevant fleet database is kept up to date with New Vehicles/Plant ensuring routine schedules, tax, MOT and Insurance are inputted.