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Are you organised, proactive, and confident working in a fast paced environment? Our client is expanding and is looking for a dependable Administrator to support their busy workshop team, initially on a 6 month contract basis, with the potential of a permanent role offered after the initial contract period. As an Administrator, you will work closely with the Workshop Manager, Company Directors, and wider team to keep operations running efficiently. You will handle customer communication, schedule management, finance administration, and compliance tasks while ensuring all records are accurate and up to date. You will be part of a friendly, supportive team, but also trusted to work independently with minimal supervision.
Job Responsibility:
Provide front of house reception support: greeting visitors, drivers, and handling deliveries
Answer incoming calls and manage messages professionally
Manage shared email inboxes and internal communication applications
Ensure customers are updated promptly and accurately
Book in vehicle work and liaise with the Workshop Manager and Directors
Maintain MOT and inspection schedules (Excel-based)
Book MOTs and send inspection reminders
Process inspection sheets and chase technicians for any missing paperwork
Maintain accurate vehicle records
Process supplier invoices with correct coding using accounting and billing systems
Add and reconcile parts invoices
Resolve discrepancies on supplier and customer invoices
Prepare and send weekly customer invoices
Process parking charges, congestion fees, and fines, ensuring correct customer recharge
Carry out general office duties including filing, scanning, photocopying, and data entry
Maintain compliance records and spreadsheets for hire fleet vehicles
Liaise with hire fleet customers
Prepare and send invoices and compliance documentation for hire start/end
Maintain vehicle file records
Requirements:
Proven experience as a Workshop Administrator or Accounts Administrator
Background in a vehicle workshop (HGV/commercial experience desirable)
Strong customer service and communication skills
Confident using Intuit QuickBooks Online (or similar accounting software)
Advanced Excel ability - financial formulas, spreadsheet creation, data management
Excellent numerical accuracy and data entry skills