Workshop Controller

Petula People Solutions Ltd; Bicester; On-site; GBP 32,000 - 46,000; Full time

Job summary

Petula People Solutions Ltd is seeking a Workshop Controller to coordinate and control all workshop maintenance activities for fleet vehicles and refrigeration assets. The role focuses on scheduling, minimising downtime, and ensuring compliance with DVSA regulations and company policies.

You will act as the link between Operations, Workshop Technicians, suppliers and customers to ensure high service levels and cost-effective maintenance practices.

Qualifications

• Experience within a fleet maintenance, workshop or transport environment.
• Strong planning, scheduling and organisational skills.
• Effective verbal and written communication skills.
• Good problem-solving and decision-making abilities.
• Knowledge of fleet compliance requirements.
• Understanding of Operator Licence regulations.
• Technical vehicle maintenance qualification.

Responsibilities

• Coordinate and schedule all planned maintenance, inspections, servicing and repairs.
• Allocate work effectively to Workshop Technicians and Mobile Technicians.
• Monitor workshop loading and labour utilisation to maximise efficiency.
• Ensure all work is completed within agreed timescales.
• Coordinate preventative maintenance programmes for fleet vehicles and refrigeration assets.
• Manage customer defect reports, breakdowns and repair requests.
• Monitor parts expenditure and procurement records.
• Produce and maintain performance reports on fleet availability and maintenance progress.

Skills

Planning & scheduling

Verbal & written communication

Problem solving

Attention to detail

Team player

Resilience under pressure

Education

Technical vehicle maintenance qualification

Tools

Microsoft Office

Fleet management systems

Job description

To coordinate, plan and control all workshop maintenance activities, ensuring fleet vehicles and refrigeration assets are maintained in a safe, compliant and cost-effective manner. The Workshop Controller is responsible for the day-to-day scheduling of maintenance activities, minimising vehicle off-road (VOR) time, maximising fleet availability and ensuring compliance with company policies, Operator Licence requirements and legal obligations.

The role acts as the key link between Operations, Workshop Technicians, Mobile Technicians, suppliers and customers to ensure a high level of service delivery.

Key Responsibilities

Workshop Planning & Scheduling

• Coordinate and schedule all planned maintenance, inspections, servicing and repairs.
• Allocate work effectively to Workshop Technicians and Mobile Technicians.
• Monitor workshop loading and labour utilisation to maximise efficiency and productivity.
• Prioritise maintenance activities in line with operational requirements.
• Ensure all work is completed within agreed timescales.

Vehicle & Asset Maintenance

• Coordinate preventative maintenance programmes for all fleet vehicles and refrigeration assets.
• Assist in reducing vehicle downtime and improving fleet availability.
• Monitor vehicle and refrigeration equipment defects and ensure timely rectification.
• Ensure all scheduled maintenance activities are completed in accordance with company standards and manufacturer recommendations.

Breakdown & Incident Management

• Manage customer defect reports, breakdowns and repair requests.
• Coordinate roadside assistance and recovery providers where required.
• Ensure incident management systems are updated accurately and promptly.
• Communicate repair progress and expected completion times to relevant stakeholders.

Compliance & Documentation

• Ensure all maintenance, servicing and inspection documentation is completed accurately and retained in accordance with company procedures.
• Support compliance with DVSA regulations, Operator Licence requirements, roadworthiness obligations and company maintenance policies.
• Ensure PMIs, MOT preparations and statutory inspections are completed on time.
• Maintain accurate fleet records within workshop management systems.
• Source and procure parts in a timely and cost-effective manner.
• Liaise with approved suppliers to ensure availability of parts and services.
• Monitor parts expenditure and identify cost-saving opportunities.
• Process purchase orders and maintain procurement records.

Reporting & Administration

• Produce and maintain daily workshop, VOR, fleet availability and maintenance progress reports.
• Escalate issues impacting operational performance.
• Maintain accurate records and management information.

Cost Control

• Assist in controlling workshop maintenance expenditure.
• Monitor repair costs against approved budgets.
• Support warranty recovery processes where applicable.
• Identify opportunities to improve cost efficiency.

Recharge & Invoicing Administration

• Support the Depot Manager and Workshop Team in the day-to-day operation of the fleet.
• Assist with vehicle allocation and fleet availability planning.
• Provide administrative support during peak operational periods.
• Respond to customer and supplier enquiries relating to fleet maintenance and compliance.
• Always promote excellent customer service and professional communication.

Customer Service

• Deliver a high standard of internal and external customer service.
• Ensure operational teams receive timely updates on vehicle status.
• Build effective working relationships with customers, suppliers and colleagues.

Health, Safety & Environmental

• Promote a positive health and safety culture.
• Ensure compliance with company health, safety and environmental procedures.
• Report accidents, incidents and near misses promptly.

Experience within a fleet maintenance, workshop or transport environment.

Strong planning, scheduling and organisational skills.

Effective verbal and written communication skills.

Good problem-solving and decision-making abilities.

Understanding of commercial vehicle maintenance processes.

Good computer literacy, including Microsoft Office.

Knowledge of fleet compliance requirements.

Full UK Driving Licence.

Experience within the transport, logistics or rental industry.

Experience using workshop or fleet management systems.

Knowledge of refrigeration equipment maintenance.

Understanding of Operator Licence regulations.

Technical vehicle maintenance qualification.

Candidate ProfilePersonal Attributes

• Highly organised and methodical.
• Proactive and self-motivated.
• Strong attention to detail.
• Professional and approachable.
• Reliable and dependable.
• Flexible and adaptable.
• Strong team player.
• Able to work effectively under pressure.
• Committed to compliance, accuracy and continuous improvement.