Administrative Assistant/ Officer / Business Support Officer - VNA Recruitment : Job Details

About the Role:

We are seeking a dynamic, customer-focused Administrative Assistant/ Officer / Business Support Officer to join our Transport team. This is a fantastic opportunity for someone with a passion for providing excellent service and supporting a busy workshop environment. As the first point of contact for the workshop, you will be key in managing daily operations, handling customer inquiries, and ensuring the smooth running of workshop services.

You will be responsible for reception duties, scheduling and managing vehicle servicing, maintaining stock and fuel records, as well as assisting with the efficient delivery of fleet services. If you are an excellent communicator with strong organisational skills and a proactive attitude, this is the perfect role for you.

Key Responsibilities:

• Provide reception and front desk support, answering customer queries face-to-face and over the phone.
• Facilitate vehicle, plant, and equipment bookings for servicing and maintenance.
• Maintain accurate stock records and manage fuel supplies for all sites.
• Input data into relevant systems, including fuel tracking and service records.
• Organise and coordinate vehicle recovery in emergencies and engineer attendance.
• Work closely with suppliers to source parts and ensure cost-effective solutions for the workshop.
• Schedule servicing and MOT appointments, and ensure all vehicle compliance (tax, MOT, insurance) is up to date.
• Assist in raising purchase orders, processing invoices, and generating job cards for workshop services.
• Ensure fleet database is updated with new vehicles, plant, and service schedules.

About You:

To succeed in this role, you’ll need to demonstrate excellent customer service skills, the ability to work effectively under pressure, and strong organisational abilities. You should have experience working in a workshop or similar environment, and be comfortable using IT systems and Microsoft Office packages.

• Essential Skills & Experience:
  • A good standard of education with clear literacy skills.
  • Strong IT skills with experience using Microsoft Office.
  • Excellent communication and customer handling skills, with the ability to empathise and remain calm under pressure.
  • Previous experience working in a garage or workshop environment.
  • Ability to work both independently and as part of a team.
  • A proactive and "can do" attitude, with a commitment to high standards of service.
• Desirable:
  • Experience working with fleet management or in a transport service.
  • The ability to communicate in Welsh is an advantage.

What We Offer:

• A supportive and inclusive team environment.
• Opportunities for personal development and career progression.
• Competitive salary and benefits package.
• A rewarding role where you can make a real impact on the day-to-day operations of the workshop.