Job Description

Depot AdministratorLocation: Kettering
Reports To: Depot Manager / Fleet Operations Manager
Salary: xc2xa327,000 + Bonus
Employment Type: Full-time / PermanentJob PurposeThe Depot Administrator is responsible for providing administrative support to ensure the efficient operation of a busy fleet depot. This role involves coordinating vehicle servicing schedules, managing records and compliance documentation, liaising with suppliers and customers, and supporting the day-to-day operations of the depot team.Key Responsibilities

• Administrative Support:

• Maintain accurate and up-to-date records of vehicle maintenance, MOTs, servicing, and repairs.
• Process job cards, invoices, and purchase orders.
• Monitor fuel usage, vehicle mileage, and defect reporting.
• Customer & Supplier Liaison:

• Act as the first point of contact for depot-related queries.
• Schedule and confirm appointments for vehicle services and inspections.
• Liaise with suppliers regarding parts orders, deliveries, and costings.
• Compliance & Documentation:

• Ensure vehicles meet legal and regulatory requirements (e.g., VOSA, DVSA).
• Track and file all vehicle compliance documents including insurance, tax, tachograph data, and driver checks.
• Systems & Reporting:

• Use fleet management software to log and track vehicle performance and maintenance records.
• Produce reports on fleet performance, downtime, costs, and service schedules.
• Team Coordination:

• Support workshop technicians by preparing necessary documentation and ensuring timely parts delivery.
• Assist management with depot audits and process improvements.

• Proven experience in an administrative role, preferably within the automotive or fleet industry.
• Strong IT skills including Microsoft Office and fleet management software.
• Excellent organizational and time management abilities.
• Strong communication skills, both verbal and written.
• Ability to work independently and as part of a team.
• Knowledge of compliance requirements within fleet operations (desirable).

Holt Recruitment