Workshop Controller

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
• Company maintenance policies
• Ensure PMIs, MOT preparations and statutory inspections are completed on time.
• Maintain accurate fleet records within workshop management systems.

Parts Procurement & Supplier Management

• 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 reports
• VOR reports
• Fleet availability reports
• 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.

Skills, Knowledge & Experience

Essential

• 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.

Desirable

• 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.

Personal Attributes

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