Fleet Service Centre Coordinator

We Are Workforce Ltd; Coventry; Hybrid; GBP 25,000 - 32,000; Full time

Benefits offered by this job

25 days holiday

Pension scheme

EV salary sacrifice option

Volunteer day

Job summary

We Are Workforce Ltd in Coventry is recruiting for a maintenance coordination role focused on minimising vehicle downtime. You will communicate with customers and suppliers, plan maintenance events, and ensure timely, compliant service delivery.

The role requires experience in a busy maintenance control room, knowledge of fleet operations, and strong IT literacy. Hybrid working 2 days at home, 3 in the office, with a comprehensive benefits package.

Qualifications

• GCSE Maths and English or equivalent.
• Previous experience in a busy maintenance control room.
• Experience with scheduling/maintenance of commercial fleet.
• Knowledge of vehicle engineering and road transport law is advantageous.
• IT literate and able to use common software.

Responsibilities

• Communicate with customers and suppliers to minimise vehicle downtime.
• Expedite maintenance to return vehicles to service quickly and cost-efficiently.
• Plan and schedule maintenance events and ancillary equipment.
• Liaise with customers and repairers to arrange dates for maintenance.
• Ensure legal documentation is received and processed promptly.
• Keep customers informed of work progress and costs where applicable.
• Monitor downtime against KPIs and escalate as needed.
• Accurately accrue and code costs for rechargeable work and inform customers.
• Ensure the correct supplier attends breakdowns and defects.
• Coordinate external service providers or Fraikin attendance within timescales.
• Schedule vehicle inspection and maintenance events per customer requirements.
• Ensure events comply with legal and customer license requirements.

Skills

GCSE Maths

GCSE English

Maintenance control room

IT literate

Education

GCSE Maths & English

Job description

Hours: 9-5 though happy to adjust 8hr shift between the hours of 8-5,37.5 hours per week, with an unpaid lunch break of half an hour

Days: Mon - Fri 5 days

Location: Coventry, Hybrid working 2 days at home, 3 in the office

The main purpose of this role will be to communicate with both Customer and Supplier to ensure that vehicle downtime for all scheduled and unscheduled maintenance is managed on a best cost/quality basis. To ensure that such incidents are expedited in the fastest manner possible and the vehicle is returned to service without undue delay, in line with legal requirements and agreed KPI’s.

Job Specific Responsibilities and Accountabilities

• Challenge all Suppliers at all times to ensure vehicle downtime is kept to an absolute minimum and costs are updated as soon as possible.
• Undertake regular communication to all Customers as work progresses through to completion.
• To maintain and distribute the customers dedicated spare fleet within set times.
• To plan and schedule all events including ancillary equipment.
• Liaison with Customer and Repairer to arrange suitable date/s for scheduled maintenance to occur.
• To ensure that all legal documentation is received and expedited accordingly.
• To ensure the Customer is informed of work progress with regards to scheduled and unscheduled vehicle maintenance.
• To be able to demonstrate that vehicle downtime is managed in a proactive manner in line with agreed Key Performance Indicators.
• When rechargeable work is carried out, ensure the relevant costs are accrued and coded as such and the Customer is informed making a note of the full name and full purchase order number whenever possible.
• Make sure the correct Supplier attends both breakdowns and defects with respect to faults covered by R&M/Warranty/Contract Maintenance etc.
• To ensure that either the external service provider or Fraikin attends the vehicle distress incident within agreed timescales.
• To plan and schedule specific Customer vehicle inspection and maintenance events including ancillary equipment on behalf of the Customer.
• To ensure that all scheduled events are carried out in line with legal and Customer O’License requirements

Person Specification

• Good standard of Education with a minimum of GCSE Maths and English or equivalent.
• The job holder will have previous experience (or similar) within a busy maintenance control room environment dealing with scheduling/maintenance of commercial rental/ Fleet Management vehicles with third party suppliers.
• Knowledge of and a background from the commercial vehicle transport industry would be advantageous.
• Good understanding of vehicle engineering and road transport law.
• T literate.
• Will work best on their own initiative and take pride in ensuring that work is seen through to completion.
• To be flexible in attitude in providing solutions to problems.
• Able to interact confidently with customers, suppliers, be a team player, and build credibility with same.

Wellbeing and Benefits

• 25 days holiday + 8 bank holidays
• Pension 5% personal contribution + 5% business contribution
• Salary sacrifice EV company car scheme open to all employees
• Ability to buy 5 additional days holiday
• Cash Health Plan
• Perkbox
• Opportunity for a paid volunteering day to do applicable charity/social work
• Enhanced Maternity and Paternity
• Life Assurance (Death in Service) coverage x2 annual salary