Workshop Administrator

HR GO Driving; Dumfries; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading company is seeking a proactive Workshop Assistant/Administrator to support their bustling workshop operations. This role involves assisting the Workshop Manager, handling customer inquiries, maintaining accurate records, and ensuring the workshop runs efficiently. Ideal candidates will possess strong organizational and communication skills, with a solutions-focused approach.

Qualifications

• Strong administrative and organizational skills.
• Excellent communication for both customer service and internal coordination.
• Ability to work systematically with attention to detail.

Responsibilities

• Assist the Workshop Manager in prioritising and delivering daily workload efficiently.
• Take customer calls regarding equipment issues and ensure correct call-out responses.
• Order spare parts accurately and maintain service records.

Skills

Organizational skills

Communication

Attention to detail

Team player

Job description

We are seeking an organised and proactive Workshop Assistant/Administrator to support the effective running of our busy workshop. You will work closely with the Workshop Manager and Office Team to ensure customer satisfaction and operational efficiency.

Key Responsibilities:

• Assist the Workshop Manager in prioritising and delivering daily workload efficiently.
• Take customer calls regarding equipment issues, ensure correct call-out responses, and record details for management review.
• Maintain a breakdown spreadsheet to identify root causes and support operational decisions.
• Order spare parts accurately and on time, ensuring frequently used parts are always in stock and chasing orders proactively.
• Maintain service records, damage books, and ensure servicing/testing schedules remain up to date.
• Process orders and warranty claims via Honda Com (online training provided).
• Claim warranty work appropriately to help keep workshop costs down.
• Maintain clear systems for external customer repairs to track progress efficiently.
• Liaise with the hire office to minimise equipment downtime and prioritise fast turnaround of required equipment.
• Ensure waste is kept to a minimum and parts are not changed unnecessarily.
• Run weekly reports and place orders to maintain at least two weeks' worth of stock ahead of all testing requirements.
• Record breakdowns and pass them to the relevant fitter promptly.
• Work in an organised manner, always ensuring adherence to systems and processes.
• Support the team by helping maintain the breakdown spreadsheet and all relevant administration.

About You:

• Strong administrative and organisational skills.
• Excellent communication for both customer service and internal coordination.
• Ability to work systematically with attention to detail.
• Confident using spreadsheets, online ordering systems, and warranty claim processes (training provided).
• A proactive team player with a solutions-focused approach.