HGV Service Planner & Administrator

Cordwallis Group; Reading; On-site; GBP 29,000 - 31,000; Full time

Benefits offered by this job

30 Days Annual Leave + Bank Holidays

EV Salary Sacrifice scheme

Free Parking on Site

Pension scheme

Job summary

Cordwallis Reading is recruiting a HGV Service Planner and Administrator to join the Commercial Service Department at RG2 0QX. The role balances planning with administration, coordinating servicing, MOTs and workshop progress while providing customers with timely updates.

The ideal candidate will bring an proactive, detail-oriented approach, strong communication and organisation skills, and automotive experience is preferred.

Qualifications

• Absolute can-do attitude with proactive approach.
• Excellent attention to detail and organisational skills.
• Excellent communication with customers and colleagues.
• Proven administrative and budgeting/costing aptitude.
• Able to meet deadlines and work in a fast-paced environment.
• Industry experience within automotive is preferable.

Responsibilities

• Follow core service department processes to ensure efficiency.
• Canvass for workshop bookings via calls and outbound outreach.
• Interpret customer instructions and complete job cards/repair orders.
• Assist with job card preparation and MOT invoicing for ATF lane.
• Cost jobs and raise cash invoices; order parts and sub-contracts.
• Maintain vehicle history and service records accurately.
• Provide customers with copies of service documentation on request.
• Promote additional workshop services and repairs where applicable.
• Scan job cards to admin timely and support the service team.

Skills

Can-do attitude

Attention to detail

Excellent communication

Organisational skills

Administrative skills

Deadline oriented

Technical knowledge

Analytical skills

Team player

Multitasking

Education

Automotive industry experience (preferred)

Tools

Invoicing

Job description

Cordwallis Reading has a vacancy for an HGV Service Planner and Administrator to join the team based in RG2 0QX.

The Planner/Administrator performs a pivotal role in the smooth running of the Commercial Service Department. Customers will make direct contact with the Planner to book vehicles in for routine maintenance, Servicing and MOTs as well as additional defects. You will also provide support to the wider Service Team by providing the customer with relevant, accurate and timely information of how their vehicle is progressing through the workshop ensuring that our customer expectations are met and exceeded.

General Administration forms part of this role also. Scanning Jobcards over to the central admin team for processing, assisting with H&S Filing as well as jobcard filing.

Cordwallis Reading is also an HGV MOT ATF currently running 3 days per week. Part of this role is not only to book in customers for MOTs but to also ensure accuracy when invoicing completed MOT tests.

This is a multi-faceted role and you will need to be able to think on your feet and retain information – all with a smile on your face. We are a busy commercial dealer and no two days are the same!

Hours

Working hours are Monday to Friday from 8am – 5pm with 30 mins unpaid break for lunch. Saturdays are on a rota basis – 1 in 4 from 8am – 12pm.

Dependent on your previous experience and background but from £29,000 up to £31,000 per annum plus a bonus of £4,000 per annum based on manufacturer KPIs and targets.

Responsibilities

• Ensure core process is followed for the service department
• To canvass for bookings for the workshop in order to fill available capacity via call out and outbound calls
• To correctly interpret customer or internal instructions and complete job cards/repair orders
• Assist with Jobcard preparation
• Invoicing of MOT Appointments for the ATF Lane
• Carry out post workshop visit calls to ensure customers were satisfied with the level of service received – sharing all information with the Service Manager
• Scan Jobcards to the Admin Team in a timely manner
• Provide Customers with copies of Service Documentation when requested
• To promote additional workshop services/repairs where applicable
• Build rapport with all levels of staff and customers
• Report any likely delays to the customer to seek, record and communicate authority for any extra work required or parts to be ordered or fitted
• Adhere to and promote all customer satisfaction programmes
• To cost the work and raise cash invoices
• To cost the work and raise invoices
• To order parts from the Parts Department and to order sub-contract work
• To assist and develop parts and labour sales with the objective of meeting Branch Targets
• To account for all cash, cheques etc received
• To maintain vehicle history and service records in an accurate, efficient and timely manner and in line with customer requirements and operator licence standards
• To maintain invoice filing in an accurate, timely and efficient manner
• To undertake such other tasks as may reasonably be required
• To enhance the image and reputation of the company whilst supporting its commercial interests
• To comply with good health and safety practice, all statutory requirements, company policies and standard procedures

The perfect candidate will have:

• An absolute ‘can do’ attitude & proactive approach to work
• Excellent attention to detail
• Excellent communication skills with customers and colleagues
• Excellent interpersonal, verbal and written communications skills
• Proven organisational and administration skills.
• Able to work to deadlines
• Technical knowledge
• Analytical skills including working with statistical and costing information
• Ability to work in a fast pace environment and multitask
• Work on own initiative and as a team player

Ideally you will have industry experience within the world of automotive - whether that be HGV or Light Commercial vehicles!

More about what Cordwallis Group can offer you:

• Multi manufacturer training programmes available – we will support you with your desired career progression level
• 30 Days Annual Leave including Bank Holidays
• Additional leave with service loyalty (3yrs / 5yrs / 7yrs / 10yrs)
• Holiday + Purchase Scheme (up to 3 days available to purchase)
• Electric Vehicle Salary Sacrifice scheme
• Employer Statutory Pension Scheme
• Free Class IV MOT per year
• Mental Health First Aiders
• Paternity Pay – Full 2 weeks pay
• Corporate uniform provided
• Cycle to work scheme
• Free Parking on Site
• Working for a friendly family business!

Working for Cordwallis is not just about the job. It’s about you too, and this is where the company goes the extra mile, and provides an industry leading employment package. We offer an excellent benefits package which includes a pension scheme, complementary life insurance, accident insurance, holiday loyalty scheme, cycle to work and the opportunity to develop your career up-to director level if that’s your ambition.

Cordwallis is dedicated to delivering exceptional products and services to our customers and the successful candidate will reflect our core values; LEADERSHIP, INTEGRITY (open, transparent, supportive), and FUN in terms of recognition for performing above and beyond and celebrate success in all we do and EXCELLENCE (People, teams, development).

Up to £35,000 OTE

Hours

42.5 hours per week + 1 in 4 Sat mornings

Competitive

12-09-2026

Job attachments

HGV_Service_Planner_Administrator_2026_v1.doc