CLEMENCE ROGERS

Responsibility

• general Administration / Data Input
• weighbridge operation, managing all vehicles entering the site, weighing each load and recording data accurately
• working with the Associate Director and Managers to maintain up to date records and contracts for all site services
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• communicating with customers on work carried out and work completed
• processing documentation
• ensure the smooth running of the business by providing administration function on a day-to-day
• processing vehicle documentation
• signing site visitors in & out
• helping current on site administrator with more pressing issues
• coordinate site visits for maintenance, insurance, valuations and any other requirements or inspections
• greet customers on site and respond to any queries via email and phone
• updating and maintaining customer details
• to assist the office on a day-to-day basis
• ensuring vehicles are taxed/ registered prior to delivery
• clock cards review and submission
• assisting departments with holiday or sickness cover
• booking in and out vehicles
• inputting costs and invoices onto the system
• managing business correspondence, incoming and outgoing
• completion of new starter operatives/inductions
• overseeing the parts / service and warranty admin
• use of various security software as and when required
• arranging collection of vehicles and delivery
• preparing reports
• maintain a good working environment
• PPE control/ordering
• strong organisation – working to deadlines
• logging the visits for gates, CCTV and alarms to ensure these remain at agreed intervals
• liaising with the customer to make sure they are fully updated
• updating information
• periodically conducting odour testing
• strong IT Background
• working in consultation with Managers to raise and issue purchase orders and new supplier forms
• updating and checking works spreadsheet on a regular basis
• providing support to the team
• updating stock lists
• batch testing various materials and products periodically
• ensure any new contractors appointed provide up to date insurance certificates, warranties, method statements and risk assessments as appropriate
• maintaining internal system with processing customer information
• issuing invoices and credits
• compliance admin
• adding inspection and utility information on to Riskwise or any other software
• providing support to the account management team
• follow SharePoint document management procedures ensuring all documents and filing follow the correct processes
• meeting and greeting on reception and keeping reception area neat and tidy
• additional H&S, EA and Group Compliance admin reporting
• first for approval of all invoices ensuring we have been charged the correct amounts for the works that have been carried out and arranging recharges where required
• maintain and coordinate Manager diaries and make any necessary appointments, exercising initiative
• provide assistance and cover for Reception during busy periods and times of absence
• receive all job cards with agreed items and input all claims details i.e. labour item codes and parts numbers and produce invoice, ensuring that all claims are transmitted
• take calls for the Management team and provide telephone cover for the office as and when required
• to provide assistance for all admin responsibilities required by the Management Team
• to assist with the control and frequency requirement of workshop QC checks as required
• respond promptly and efficiently to all managerial requests
• complete admin tasks and management reporting to a high standard within agreed timeframes
• to assist in building estimates through the workshop VHC system, including liaising with the parts department and costing teams

Requirements

• extremely organised
• great communication and networking skills
• clemence Rogers are currently recruiting for an Administrator for our well-established client based in Doncaster
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• effective time management and problem-solving skills
• proven track record in warranty /service contract administration
• PC literate, comfortable with all aspects of reporting and records management
• preferred experience of working in automotive service operation or in a comparable role
• A car owner with a full driving licence, happy to travel on a regular basis as part of the role
• must Have Experience within the automotive industry
• basic knowledge of trucks
• warranty background
• understanding of compliance associated with Heavy Goods Vehicles
• good Telephone Manner
• basic knowledge of service-relevant applications
• experience using Kerridge is preferred but not essential
• work well in a team
• able to work to a deadline

Benefits

• company car
• fuel card
• laptop

Earnings for position administrator

Responsibility

• providing exceptional customer service using various forms of communication for example in person, phone, or email
• greeting customers in a friendly, professional, and courteous manner
• to greet customers in a friendly, professional and courteous manner
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• assist with the daily planning of vehicles in the workshop ensuring full utilisation of time available
• checking in vehicles, including entering customer and vehicle information on internal software
• updating customer on their vehicle progress whilst in our workshop
• creating quotations for customer on repairs and works, ensuring the customer is happy
• to give repair estimates and price quotations and offer repair suggestions
• ability to work in a fast-paced working environment
• scheduling services required for customers
• arranging vehicle pick up date, time method and location with the customer
• register new vehicles
• dealing with customer queries
• monitoring repair and works status, keeping the customer up to date
• ensure invoices and taxing vehicles are completed accurately and on time
• explaining and handing over the repair and work details to the workshop team
• create vehicle and customer records facilitating the development of an accurate, clean customer database and vehicle history
• to understand key performance targets and support your colleagues and team to achieve them
• performing visual inspections of vehicles before and after any works conducted
• to work as part of a team delivering a first class, professional customer service ensuring that where possible customer enquiries, payments and complaints are resolved at the first point of contact
• handle all internal and external customers and suppliers with courtesy
• to embrace all opportunities of learning and developing alongside some of our Brilliant fully skilled Service Advisors
• to undertake general administrative duties to ensure the smooth flow of work within the Customer Service and Workshop teams
• adhere to Health & Safety Policies and Procedures at all times
• to attend recognised courses of instruction and achieve the correct pass mark for each course
• preferred Qualifications and Experience
• excellent communication and interpersonal skills
• to maintain electronic and written records of letters and forms received, information given, services requested and complaints made, to ensure accuracy of information and efficiency when dealing with customers
• exceeding customer expectation by ensuring you are part of a Brilliant Team which provides a quality service to all customers getting their vehicles back on the road to keep our country running
• ability to work under pressure
• to encourage feedback on services provided and recognise the changing needs of the service, and make recommendations to the Service Manager for service improvement
• previous experience in a Parts or Service advisor role preferred but not essential
• greet customers and visitors promptly, courteously, and professionally
• ensure all Group, Manufacturer and Statutory Legislation policies and practices are strictly adhered to
• answer incoming phone calls / general enquiries
• to undertake general administrative duties to ensure the smooth flow of work within the Customer Service Reception
• locate unavailable items from other suppliers and arrange for delivery or pass order to stock control
• you must be PC literate with a working knowledge of administration procedures
• receive all parts orders, interpreting customer requirements and giving advice on any additional requirements or prices, matching orders against stock items and advising customer of any items which are not stocked or need ordering

Requirements

• previously worked in the motor trade
• well presented with excellent communication, interpersonal and organisation skills
• PC literate with a working knowledge of administration procedures
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• stock control experience
• previous experience in a Parts or Service advisor role
• have an understanding of the commercial vehicle after market operation
• good working knowledge of MS Office
• good working knowledge of Kerridge
• previous experience within automotive dealerships

Earnings for position service advisor

Responsibility

• to make up customer orders for dispatch as required ensuring that they match customer order and that any shortages are highlighted
• fully informed of progress or of any problems
• handle all internal and external customers and suppliers with courtesy
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• adhere to Health & Safety Policies and Procedures at all times
• ensure that the image and levels of customer service within the department is in line with company standards
• receive all parts orders, interpreting customer requirements and giving advice on any additional requirements or prices, matching orders against stock items and advising customer of any items which are not stocked or need ordering
• to make up customer orders for dispatch as required ensuring that they match customer order and that any shortages are highlighted, ensuring that all orders taken are fully completed, invoiced, and dispatched as scheduled and that the customer is kept fully informed of progress or of any problems
• to make up customer orders for dispatch as required ensuring that they match customer order and that any shortages are highlighted, ensuring that all orders taken are fully completed, invoiced and dispatched as scheduled and that the customer is kept fully informed of progress or of any problems
• to make up customer orders for dispatch as required ensuring that they match customer order and that any shortages are highlighted, ensuring that all orders taken are fully completed, invoiced and dispatched as scheduled and that the customer is kept
• ensure that all customer complaints are dealt with both speedily and effectively, referring any unresolved problems to the job holders immediate supervisor
• to encourage feedback on services provided and recognise the changing needs of the service, and make recommendations to the Service Manager for service improvement
• locate unavailable items from other suppliers and arrange for delivery or pass order to stock control
• ensure that within their area of operation all Company and Trade Associations policies, procedures and minimum standards are met and that all statutory requirements including trading standards, fire, health and safety are adhered to
• to maintain electronic and written records of letters and forms received, information given, services requested and complaints made, to ensure accuracy of information and efficiency when dealing with customers
• to keep optimum stock levels at customers locations and avoid overstocking
• ensure stock replenishment is ordered in a timely manner to meet the service levels
• locate unavailable items from other suppliers and arrange for delivery or pass order to stock control for Vehicle Off Road orders to be raised
• ensure invoices are raised in a timely and accurate manner

Requirements

• proactive and resourceful, you will have a committed approach to customer care with a can-do attitude
• the successful applicant will have a understanding of the commercial vehicle after market operation
• excellent communication and interpersonal skills
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• good working knowledge of MS Office
• stock control experience
• automotive parts advisor experience essential
• good working knowledge of Kerridge
• previous experience in a Parts advisor role
• basic working knowledge of Vehicle Technology
• good working knowledge of ADP/Kerridge
• previous motor industry experience desirable
• an appreciation of our customers, the environment in which they operate and the direct impact we can have on their business
• previous experience within automotive dealerships
• good telephone answering / interpersonal skills
• for any extra information please get in contact with Katy at Clemence Rogers
• proven track record in delivering excellent customer service
• ability to work under pressure and alone for extended periods
• experince in handling stock
• experience in handling stock
• at Clemence Rogers your right to privacy is important to us
• by applying for this job, your information will be entered into our recruitment system
• to be able to effectively communicate to customers and colleagues both oral and written
• to have questioning, listening & information gathering skills
• to be able to modify your approach in specific circumstances to ensure a positive outcome
• ability to identify customers needs & propose appropriate solutions
• negotiation skills - gain agreement on proposed course of action
• visit the JobsAware website for information and to get free, expert advice for safer work

Earnings for position parts advisor

Responsibility

• maximise the profitability of the Depot through the achievement of company budgets and control of assigned resources
• controlling cost management for own department
• monitor productive performance both generically and individually against budgeted requirements, implementing procedural or training amendments as and when identified
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• ensure that all staff are fully instructed on safe workshop practices and correct use of all workshop equipment
• compiling and maintaining a resource plan for the workshop and developing concepts and measures for load optimization
• ensure the workshop works to legal and Company standards at all times
• ensuring planning for facilities, bays, machines, tools, diagnosis installations, etc. is carried out correctly; optimal design of workplaces and processes
• responsible for a team of HGV/Van Technicians; leading, motivating and supporting them to work to a high standard
• preparing planning and calculations for investments in workshops, facilities and HR together with the company management
• responsible for people and performance management of the team including time and attendance
• determining HR resource requirements, employing new staff and developing an induction plan
• responsible for the daily control of the workshop in order to maintain a high level of productivity and quality repair
• managing, coaching and motivating employees to ensure a high quality of staff
• ensure that all Health and Safety regulations are adhered to by management, staff and visitors
• ensure customer satisfaction and Company performance targets are met
• defining market targets for workshops within the framework of performance targets and, together with the company management, drawing up a corresponding annual plan
• together with employees, establishing business objectives and personal development goals and monitoring performance against agreed targets
• schedule work to maximise efficiency of the workshop
• monitoring the regional market with respect to new competitors and carrying out analyses of the competition/benchmarking in Services
• review customer pricing policies on both labour rates & parts discounts to ensure that we always maximise on profit retention, whilst remaining competitive within the market place
• using the external analysis undertaken, carry out internal analysis to ensure business is competitive within the market place
• fully promote all departments through general customer contact with a view to enhance the reputation of the branch, build upon existing / new customer relationships whilst also optimising on all potential sales opportunities
• to mentor and develop team members through training needs analysis
• performance analysis to identify areas of weakness and appropriate, targeted marketing activity
• monitor parts stock levels by maintaining inventory control and taking any necessary action, in conjunction with the respective Regional Parts Manager, to reduce obsolete stock
• at Clemence Rogers your right to privacy is important to us
• ensuring correct completion of Vehicle Health Checks, upsell conversions and follow up of unsold, deferred work process
• contribute to the development of all operating and administrative systems in order to ensure that a consistently high level of work is maintained and that all respective documentation is submitted to customer in a timely manner
• by applying for this job, your information will be entered into our recruitment system
• ensuring all technical test equipment and tools are available and ready for use
• guaranteeing cleanliness and orderliness of workshops and ensuring quality control of all completed tasks
• ensure that the internal and external appearance of the premises and general housekeeping standards are to the highest level at all times

Requirements

• excellent communication and interpersonal skills
• city & Guilds / NVQ level 3 in Heavy Vehicle Mechanics, Maintenance & Repair or equivalent
• good working knowledge of MS Office
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• full UK Driving Licence
• good working knowledge of Kerridge
• PSV Technician and workshop experience
• HGV Experience necessary
• you will either have experience working on HGV vehicles and/or the qualifications to do so. Not essential but ideally you will have a HGV driving license as well as experience working on a variety of commercial vehicles

Benefits

• mutual

Earnings for position depot manager

Responsibility

• provide administration support to the service and workshop teams
• produce pro-forma documents to obtain final order numbers for the relevant customer using the relevant customers portal/authorisation method
• ensure customers receive all associated service documents
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• retail and warranty invoicing
• chase any outstanding order requests
• raising purchase orders
• raise invoices and job order numbers
• email/post/upload all completed invoices to the customer following their process
• maintain a good working environment • Organising data • Processing information
• order PPE clothing for onsite staff
• raising job cards
• email/post/upload all relevant documentation to support the invoice. For example, MOT certificate
• communication with internal and external customers
• book services, repairs, MOT’s for company fleet
• support with customer queries on pro-forma’s and invoices
• keep customers up to date with the breakdowns
• filing
• submit warranty claims to suppliers
• supporting Workshops
• enter and send invoices via sage
• ensure the smooth running of the business by providing day-to-day administration
• produce pro-forma documents to obtain final order numbers for the relevant customer using the relevant customers portal/authorisation method • Chase any outstanding order requests • Email/post/upload all completed invoices to the customer following their process • Email/post/upload all relevant documentation to support the invoice
• for example, MOT certificate • Support with customer queries on pro-forma’s and invoices • Support with debt chasing • Supporting Workshops • Ensure the smooth running of the business by providing day-to-day administration
• file & archive invoices
• maintain a good working environment
• organising data
• processing information
• to liaise with the workshop control/supervisors to ensure the smooth running of the department
• invoicing / Administration duties for the Service Department
• to liaise with all internal departments i.e. Rentals, Sales, Contracts etc. regarding bookings MOTs, etc
• support with debt chasing
• obtain order numbers prior to work being carried out by the workshop
• to make MOT appointments for customers as and when requested to do so

Requirements

• exemplary communication skills via email, telephone, and face to face
• excellent organisation and administration skills
• brilliant at managing your time and meeting deadlines
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• customer service focused
• product knowledge is desirable
• process driven
• ability to work effectively within a team environment, actively contributing to team goals as well as individual targets
• great IT proficiency
• flexible and adaptable to change
• kerridge usage experience is desirable
• attention to detail

Earnings for position service administrator