The following sets out the key of duties and responsibilities of the Workshop Manager role and whilst detailed it is not exhaustive.
Responsible for the routine operation of the workshop in terms of efficiency, cost containment, customer service levels, maintenance standards and safety performance. Organise workshop workload ensuring company quality and efficiency standards are achieved.
Supervise workshop and reception employees and monitor performance levels.
Ensure Health & Safety policies and procedures are actively followed
Ensure location is in compliance with regulatory bodies
Ensure vehicle compliance is maintained
Implement and maintain policies and campaigns
Be constantly up to date with latest legislation regarding the workplace
Financial and Operational
Responsible for safe and effective operation of the workshop
Deliver maximum utilisation and productivity of Technicians
Ensure all workshop performance standards and procedures are followed
Ensure maximum vehicle reliability
Identify maintenance cost savings and performance improvement opportunities
Authorise expenditure within designated limits
Authorise overtime in accordance with corresponding sales increases
Provide proactive advice and support to customers to assist them in a safe and cost effective operation of vehicles
Responsible for ensuring that each job card accurately details the work carried out with appropriate comments where necessary and is closed off in a timely manner
Ensure effective communication to Managing Director regarding any issues likely to affect customer service
Maintain effective relationships with internal customers and departments
Promote the business at all times and measure effectiveness by monitoring new customers
Staff Management and Communication
Ensure safe working practices are observed by all workshop and reception staff
Ensure a highly productive and motivated workforce dedicated to high quality vehicle maintenance
Maximise productivity in all workshop and reception staff
Monitor and record staff holidays, sickness, absenteeism, punctuality.
Identify and coordinate technical training requirements
Promote quality and continuous improvement processes
Provide clear and concise verbal and written communications
Maintain high levels of communication with the accounts staff and be aware of cash flow issues at all times
Specific Requirements and Responsibilities
Put in place full planning in advance of known staff absences to ensure that the flow of paperwork to the accounts office is not delayed or compromised in any way. You need to react quickly to arrange cover for unplanned staff absences.
During holiday and absences you will be responsible to ensure your work and that of key members of staff is planned, organised and delegated accordingly to ensure consistency within the business.
You are responsible for the general flow of paperwork between the workshop/reception and the accounts office. This must not be delayed for any reason.
Address shortcomings in the stock maintenance system on Fleetminder and develop accurate stock records in conjunction with Fleetminder staff and the storeman.
Any purchase requested by workshop/reception staff above £1,000 net value must be authorised by the Workshop Manager in writing. An internal system will need to be developed to implement this within one month.
Be responsible for the effective, uninterrupted smooth running of all telephone and IT equipment and software, liaising swiftly with external service providers when there are any issues.
Report on a weekly and monthly basis the ratio between technicians hours worked and technicians hours sold. This can be analysed manually by spread sheet until such time as a solution can be found via Fleetminder.
Ensure that the cash account is NEVER used for unpaid invoices.
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