Depot Administrator

General Responsibilities

• Provide comprehensive administrative support to the Depot Manager, Assistant Depot Manager and wider depot team.
• Maintain accurate records and documentation in accordance with company procedures.
• Input, update and maintain information across company systems ensuring data accuracy and integrity.
• Prepare reports, spreadsheets and documentation as required by management.
• Assist with operational reporting and KPI data collection.
• Manage depot filing systems, ensuring documents are stored and retained appropriately.
• Support depot audits and inspections through the preparation of required documentation.
• Assist with vehicle, driver and operational administration activities where required.
• Carry out general administrative duties including scanning, photocopying, filing, laminating and document preparation.
• Act as the first point of contact for visitors, customers, contractors and suppliers, ensuring they are welcomed professionally and directed appropriately.
• Answer incoming telephone calls in a professional manner, taking messages and directing enquiries to the appropriate person.
• Monitor designated email inboxes and ensure enquiries are responded to or escalated promptly.
• Maintain a professional and welcoming reception and office environment.
• Support customer service activities and assist with resolving routine customer enquiries.
• Conduct daily office and welfare facility walk round inspections to ensure standards are maintained and the workplace is safe and operational.
• Support the Depot Manager with monthly health and safety inspections and compliance checks.
• Assist with weekly fire alarm testing and periodic emergency evacuation drills.
• Maintain health and safety records, inspection logs and action trackers.
• Monitor and maintain first aid supplies and workplace welfare provisions.
• Escalate any health and safety concerns, incidents or hazards immediately to management.
• Support compliance with company policies, procedures and statutory requirements.
• Assist with maintaining depot compliance records and documentation.
• Monitor office supplies, stationery, PPE, cleaning materials and welfare provisions, ensuring adequate stock levels are maintained.
• Coordinate replenishment orders in accordance with company purchasing procedures.
• Maintain the depot maintenance log and coordinate repair requests with approved suppliers and contractors.
• Ensure office facilities remain clean, organised and operational.
• Support housekeeping standards across office and welfare areas.
• Assist with incoming and outgoing post, courier deliveries and document distribution.
• Support administration associated with vehicle maintenance, inspections and fleet records.
• Assist with updating fleet management systems and operational databases.
• Maintain vehicle documentation and filing systems.
• Support the preparation of compliance documentation for internal and external audits.
• Assist management with vehicle downtime reporting and operational performance monitoring.
• Demonstrate flexibility in supporting the operational needs of the depot.
• Work collaboratively with colleagues across all departments.
• Maintain confidentiality of company and customer information.
• Undertake any reasonable duties commensurate with the role.
• Promote company values and maintain professional standards at all times.

Measures of Success

• Accuracy and timeliness of administrative activities.
• Maintenance of depot compliance and operational records.
• Positive customer and colleague feedback.
• Successful completion of scheduled health and safety checks.
• Maintenance of office and welfare standards.
• Timely completion of reporting requirements.
• Effective management of depot documentation and filing systems.
• Support provided to depot operational performance and compliance objectives.

Profile Required

• Accessible with a CAP/BEP to Bac (vocational baccalaureate, etc.) level diploma in automotive mechanics, automotive electricity, internal combustion engines, etc.
• Accessible with professional experience in the same sector without any particular diploma.
• Precise knowledge of traditional mechanics, particularly in the fields of electricity, mechanics and pneumatics.
• Global understanding of the functioning of a motor vehicle.