The Garage Administration Assistant will work closely with and report directly to the Operations Manager. Responsible for ensuring the smooth daily operation of all garages administration functions. The post holder must have a thorough knowledge of all garage administration functions.
Main Responsibilities
- To assist the Garage Management and Supervisory staff in providing an efficient service;
- To promote a high level of employee relations through good working practices and to create effective working patterns to ensure the smooth running of the garage output;
- To ensure full compliance with standard garage procedures through regular monitoring and audits. To produce audit reports and liaise with appropriate managers on the results;
- To receive and deal with public complaints and Police enquiries, ensuring they are dealt with in accordance with company policy and legal requirements;
- Open, distribute and where appropriate, deal with all garage mail and correspondence, both internal and external;
- Record and maintain details/records of all garage incidents/accidents, including input into IRIS system;
- Document any lost property received and prepare for dispatch;
- Ensure all administration records pertaining to staff, and any equipment and property issued to them, are maintained and updated;
- Compile garage lost mileage returns and audit in accordance with contract compliance;
- To carry out period end returns as required, compile payroll information for garage staff using various systems. Complete, distribute and ensure return of all external off charges by specified deadlines;
- Compile minutes of meetings and distribute;
- To monitor and reorder stocks of stationery, ticket rolls and any other item required to ensure continued efficient operation of the output.
Essential Criteria
- Previous experience within an administrative role is an advantage;
- Skilled in the use of IT systems, including Excel, Word, Email and Oracle;
- Ability to manage own workload effectively and work to deadlines;
- Excellent interpersonal skills;
- Attention to detail;
- Ability to take accurate minutes at meetings;
- Able to use own initiative when dealing with issues and escalate where necessary;
- An understanding/appreciation of the service requirements and the management of day to day operational issues;
- Excellent oral and written communication skills.
