Depot Administrator

Office Administration Reception and Customer Service Health, Safety & Compliance Facilities & Office Management Fleet & Operational Administration General Responsibilities Measures of Success Provide comprehensive administrative support to the Depot Manager, Assistant Depot Manager and wider depot team.

Maintain accurate records and documentation in accordance with company procedures.

Input, update and maintain information across company systems ensuring data accuracy and integrity.

Prepare reports, spreadsheets and documentation as required by management.

Assist with operational reporting and KPI data collection.

Manage depot filing systems, ensuring documents are stored and retained appropriately.

Support depot audits and inspections through the preparation of required documentation.

Assist with vehicle, driver and operational administration activities where required.

Carry out general administrative duties including scanning, photocopying, filing, laminating and document preparation.

Act as the first point of contact for visitors, customers, contractors and suppliers.

Ensure all visitors are welcomed professionally and directed appropriately.

Answer incoming telephone calls in a professional manner, taking messages and directing enquiries to the appropriate person.

Monitor designated email inboxes and ensure enquiries are responded to or escalated promptly.

Maintain a professional and welcoming reception and office environment.

Support customer service activities and assist with resolving routine customer enquiries.

Conduct daily office and welfare facility walk-round inspections to ensure standards are maintained and the workplace is safe and operational.

Support the Depot Manager with monthly health and safety inspections and compliance checks.

Assist with weekly fire alarm testing and periodic emergency evacuation drills.

Maintain health and safety records, inspection logs and action trackers.

Monitor and maintain first aid supplies and workplace welfare provisions.

Escalate any health and safety concerns, incidents or hazards immediately to management.

Support compliance with company policies, procedures and statutory requirements.

Assist with maintaining depot compliance records and documentation.

Monitor office supplies, stationery, PPE, cleaning materials and welfare provisions, ensuring adequate stock levels are maintained.

Coordinate replenishment orders in accordance with company purchasing procedures.

Maintain the depot maintenance log and coordinate repair requests with approved suppliers and contractors.

Ensure office facilities remain clean, organised and operational.

Support housekeeping standards across office and welfare areas.

Assist with incoming and outgoing post, courier deliveries and document distribution.

Support administration associated with vehicle maintenance, inspections and fleet records.

Assist with updating fleet management systems and operational databases.

Maintain vehicle documentation and filing systems.

Support the preparation of compliance documentation for internal and external audits.

Assist management with vehicle downtime reporting and operational performance monitoring

Demonstrate flexibility in supporting the operational needs of the depot.

Work collaboratively with colleagues across all departments.

Maintain confidentiality of company and customer information.

Undertake any reasonable duties commensurate with the role.

Promote company values and maintain professional standards at all times.

Accuracy and timeliness of administrative activities.

Maintenance of depot compliance and operational records.

Positive customer and colleague feedback.

Successful completion of scheduled health and safety checks.

Maintenance of office and welfare standards.

Timely completion of reporting requirements.

Effective management of depot documentation and filing systems.

Support provided to depot operational performance and compliance objectives.

What is the profile required for this position?

This position is accessible with a CAP/BEP to Bac (vocational baccalaureate, etc.) level diploma in automotive mechanics, automotive electricity, internal combustion engines, etc.

It is also accessible with professional experience in the same sector without any particular diploma.

You have precise knowledge of traditional mechanics, particularly in the fields of electricity, mechanics and pneumatics.

You have a global understanding of the functioning of a motor vehicle.
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