Fleet Service & Maintenance Coordinator

Woodside Logistics Group; Belfast City District; On-site; GBP 25,000 - 32,000; Full time

Benefits offered by this job

Employee Assistance Programme

Generous annual leave entitlement

Ongoing learning and development

Company wellbeing initiatives

Free on-site parking

Modern office facilities

Supportive, collaborative working env.

Job summary

Woodside Logistics Group is seeking a highly organised Fleet Service & Maintenance Co-ordinator to join our Workshop team in Ballynure. You will manage external service, maintenance and repair bookings for our large HGV fleet, ensuring roadworthiness and compliance.

Working with external workshops, drivers and internal stakeholders, you will schedule servicing, monitor downtime and maintain accurate maintenance records.

Qualifications

• Strong administrative skills including scheduling and record keeping.
• Excellent organisation and planning capabilities.
• Clear communication and customer service focus.
• Ability to handle multiple priorities and work under pressure.

Responsibilities

• Schedule and coordinate routine servicing and inspections.
• Arrange bookings with external workshops and maintenance providers.
• Monitor maintenance schedules and ensure timely completion.
• Coordinate and track repairs, defects and breakdown work.
• Liaise with drivers, operations and suppliers on availability.
• Update fleet systems with service data and maintenance records.
• Raise purchase orders and handle maintenance documentation.
• Monitor supplier performance and vehicle downtime.
• Ensure records are audit-ready and compliant.

Skills

Administrative skills

Organisational skills

Communication skills

Prioritisation under pressure

HGV fleet knowledge

Fleet systems experience

Tools

Fleet management software

Scheduling software

Job description

Job Title: Fleet Service & Maintenance Co-ordinator

Department: Workshop

Reporting to: Workshop & Repairs Manager / Fleet Administration Compliance Manager

Location: Ballynure

Contract type: Full-time, Permanent

Working Hours: Monday to Friday – 08.30 to 17:00

About Us:

As one of the UK & Irelands leading logistics providers, we work across a wide variety of industry sectors as the trusted logistics provider for many leading manufacturers, retailers and distributors in the UK, Ireland and across Europe. With continued investment in our infrastructure, equipment, and technology we deliver a customer experience defined by reliability, value and peace of mind.

Due to continued fleet growth we are seeking a highly organised and proactive Fleet Service & Maintenance Coordinator to join our Fleet team. This role is responsible for managing external service, maintenance and repair bookings for a large and diverse HGV fleet, ensuring vehicles remain compliant, roadworthy and available for operation.

Working closely with external workshops, service providers, drivers and internal stakeholders, you will coordinate planned servicing, arrange repairs, monitor vehicle downtime and maintain accurate maintenance records.

This is an excellent opportunity for someone with strong administrative and coordination skills who enjoys working in a fast-paced transport environment.

What This Role Involves:

Key Responsibilities

• Schedule and coordinate routine vehicle servicing and inspections.
• Arrange bookings with external workshops and maintenance providers.
• Monitor vehicle maintenance schedules and ensure services are completed on time.
• Coordinate and track vehicle repairs, defects and breakdown work.
• Liaise with drivers, operations and suppliers regarding vehicle availability.
• Update fleet management systems with service and repair information.
• Raise purchase orders and process maintenance-related documentation.
• Monitor supplier performance and vehicle downtime.
• Ensure maintenance records are accurate and audit ready.
• Assist with compliance requirements relating to fleet maintenance and roadworthiness.
• Support the wider Fleet team with general administration duties.

What You’ll Need:

• Previous experience coordinating vehicle servicing, maintenance and repair activities within a vehicle dealership, workshop, fleet maintenance operation, or similar automotive environment.
• Strong administrative skills, including scheduling, record keeping and supplier liaison.
• Strong organisational and planning skills.
• Excellent communication and customer service skills.
• Ability to work under pressure and manage competing priorities.
• Experience within transport, logistics or fleet environments.
• Knowledge of HGV servicing and maintenance processes.
• Experience using fleet management or vehicle maintenance systems.
• Understanding of Operator Licence compliance requirements.

What You'll Get:

In return for your commitment and contribution, you'll benefit from:

• Employee Assistance Programme
• Generous annual leave entitlement
• Ongoing learning and development
• Company wellbeing initiatives
• Free on-site parking
• Modern office facilities
• Supportive, collaborative working environment

Woodside Logistics Group is committed to having an inclusive workplace where every team member feels they belong.

If you require accommodations to be made during the recruitment process or have questions relating to accessibility, please contact us

Please note

Employment with Woodside Logistics Group is conditional upon successfully completing our pre-employment screening process, including a drugs and alcohol test.

Where the number of applications received exceeds the anticipated volume, the Company reserves the right to enhance the shortlisting criteria in order to facilitate the selection process.

Applicants are expected to disclose any unspent criminal convictions during the recruitment process. Having a criminal record will not necessarily prevent employment, and all disclosures will be considered fairly in accordance with the nature of the role and applicable legislation.