ROLE PURPOSE

As a Technical Maintenance Controller, your primary purpose is to control maintenance costs and ensure the efficiency of our fleet maintenance processes. You have the crucial responsibility to collate information regarding non-performing dealers, review open job numbers and track the average time it takes dealers to provide cost estimates. 

POSITION IN ORGANISATION AND LIMITS OF AUTHORITY

Reports to – Fleet Engineering Manager

Internal Contacts – Collaboration with the Customer Service, Fleet Engineers and Finance team

External Contacts – Engaging with customers and suppliers

KEY RESPONSIILITIES

Cost Control and Supplier Communication:

• Control maintenance costs by ensuring effective communication with third party dealers and service providers, using technical knowledge and expertise to effectively minimise costs and reject unnecessary labour hours and parts.
• Monitor and enforce compliance with Service Level Agreements (SLAs) to optimise cost efficiency.
• Proactively question and verify the estimates provided by dealers for accuracy and fair pricing.
• Ensure 100% warranty recovery.
• Maximise goodwill contributions from both manufacturers and dealers.

Dealer Management:

• Review open job numbers and their status to ensure efficient progress and issue resolution with dealer.
• Collaborate with team members and dealers to track and expedite maintenance jobs as necessary.
• Collate and identify non-performing dealers, particularly those that perform work without proper authorisation or submit incorrect invoices on an ongoing basis, escalate performance issues to the Fleet Engineering Manager.
• Track and analyse the average time it takes dealers to provide cost estimates for maintenance work.
• Identify trends and opportunities for improvement in response times.

Estimate and Invoice Review:

• Identify re-chargable work and collaborate with key account managers to ensure Purchase Order numbers are obtained.
• Review estimates for maintenance work, paying particular attention to labour costs, required parts and use of non genuine parts.                  
• Challenge and negotiate invoices with dealers when necessary, seeking cost adjustments or corrections as needed.
• Differentiate between Hexagon and customer costs for maintenance and repair work.

Authorisation and Documentation:

• Authorise repair work up to £3,000, following established protocols and guidelines.
• Obtain the appropriate authorisations for repair work, ensuring that costs align with budgetary constraints and operational requirements.
• Document all maintenance-related activities, authorisations, and cost allocations accurately.

QUALIFICATIONS AND EXPERIENCE REQUIRED

• Minimum of 5 years of relevant experience within the commercial vehicle or rental industry.  Qualified to NVQ Level 3 in Heavy Goods Vehicle Repair and Maintenance or Engineering Degree level or equivalent. 
• Comprehensive knowledge of commercial vehicles and fleet management.
• Excellent verbal and written communication skills are essential      Exceptional leadership, communication, and problem-solving skills.
• Capacity to manage multiple priorities effectively.
• Collaborative mindset, promoting teamwork and cross-functional cooperation.
• Willingness to adapt to evolving processes and technology.

KEY MEASURES OF SUCCESS / PERFORMANCE

Cost Control: Efficient cost control and adherence to SLAs through proactive communication with suppliers.

Cost Review: Accurate review and verification of estimates and invoices, resulting in cost savings and budget compliance.

Customer Satisfaction: Ensure consistently high levels of customer satisfaction, particularly in relation to cost.

Data Accuracy: Maintain a high level of accuracy in the operating system, ensuring error-free vehicle statuses and updates.

Effective Supplier and Customer Communication: Build strong working relationships with suppliers to enhance communication and streamline maintenance processes.

Other Benefits:

25 days holiday plus BH

Holiday Trading Policy – Buy/Sell up to 5 days holiday a year

Birthday Holiday Policy

Pension

Hours:

Mon – Friday on a weekly rotating shift pattern of early (7am-4pm) and late (9am to 6pm).

We do have a hybrid policy in place which means you can work 2 days a week from home if you wish, these 2 days are on a rota system so won’t be the same 2 days each week.