Status Motor Group LTD is seeking an experienced, proactive and highly organised Vehicle Preparation & Fleet Operations Manager to take full responsibility for the preparation, maintenance, organisation and operational management of our vehicle stock.

The role combines hands-on vehicle inspections, preparation and problem-solving with the management of mechanics, valeters, drivers, detailers, bodyshops, external garages and other service providers.

The primary objective is to minimise the time between a vehicle arriving at the dealership and becoming advertised and available for sale, while ensuring repairs are completed efficiently, costs are controlled and all vehicles are maintained to a high standard.

The successful candidate must demonstrate ownership, initiative, strong automotive knowledge and excellent organisational skills. They should be able to manage the day-to-day operation without requiring constant intervention from company directors.

1. Vehicle Arrival & Initial Inspection

Take operational responsibility for each vehicle immediately upon arrival at the dealership.
Record vehicle location, mileage, keys and condition.
Conduct initial mechanical and cosmetic inspections.
Identify faults, warning lights, damage, missing parts and maintenance requirements.
Carry out or coordinate basic diagnostic checks.
Determine the work required to bring the vehicle to retail standard.
Identify parts and suppliers required for preparation.
Report significant defects or major anticipated expenditure to management.
Allocate preparation tasks immediately to minimise delays.

Expectation: Every incoming vehicle should be assessed and entered into the preparation process on the day of arrival, wherever operationally possible.

2. Vehicle Preparation & Advertising Readiness

The manager will be directly accountable for minimising the time it takes for vehicles to become ready for online advertising.

Responsibilities include:

Targeting a 1–2 working day turnaround from arrival to advertising readiness for vehicles requiring standard preparation.
Prioritising preparation tasks based on the work required, operational capacity and commercial urgency.
Coordinating vehicle cleaning, detailing, mechanical checks and cosmetic improvements.
Ensuring vehicles are presented to an acceptable standard for photography.
Liaising with the advertising team to arrange photography and online listings without unnecessary delays.
Ensuring that all known defects and incomplete work are accurately communicated to the sales and advertising teams.
Identifying vehicles at risk of exceeding the preparation target and taking immediate action.
Coordinating advertising-ready status separately from final retail and handover readiness where necessary.

Vehicles awaiting non-critical work may be advertised where appropriate, provided their condition is accurately represented and they are not incorrectly marked as ready for customer collection.

3. Mechanical Repairs & Workshop Management

Oversee the identification, diagnosis, scheduling and completion of mechanical repairs.
Personally undertake inspections, basic preparation tasks and diagnostic assessments when appropriate.
Coordinate servicing, MOTs, mechanical repairs and fault investigations.
Allocate jobs to internal mechanics or approved external garages.
Ensure clear repair instructions are issued to the relevant technician or supplier.
Source parts efficiently and identify cost-effective repair solutions.
Monitor workshop progress and chase outstanding work.
Ensure repairs are carried out correctly and to an acceptable standard.
Arrange appropriate post-repair checks, road tests and verification.
Maintain accurate records of repairs, costs, parts ordered and work completed.
Escalate major repairs, delays and cost increases promptly.

All repair expenditure must be approved by company management before commitment unless specific delegated authority has been granted.

4. Fleet & Stock Management

The manager will have full day-to-day responsibility for maintaining approximately 40–60 dealership vehicles.

Duties include:

Maintaining accurate vehicle locations and key records.
Organising stock placement and parking arrangements.
Ensuring vehicles remain clean, presentable and accessible.
Regularly checking battery condition, tyre pressures, fluid levels and visible defects.
Identifying and arranging the repair of damage occurring while vehicles are in stock.
Ensuring stock is appropriately secured.
Monitoring vehicles that have been stationary for extended periods.
Coordinating vehicle movements and recovery requirements.
Maintaining a professional, organised and safe dealership environment.
Ensuring vehicles are ready for customer viewings and test drives where approved by the sales team.

5. Staff & External Supplier Management

The manager will coordinate the work of:

Mechanics and diagnostic technicians
Valeters and vehicle detailers
Vehicle collection and delivery drivers
SMART repairers
Bodyshops and paint specialists
External garages
Parts suppliers
Recovery companies

The role requires allocating jobs, setting deadlines, monitoring progress, checking completed work and resolving delays.

The manager must ensure that all personnel and suppliers clearly understand their responsibilities and completion deadlines.

Repeated supplier delays, poor workmanship or excessive costs must be reported to management with recommendations for corrective action.

6. Sold Vehicle Preparation & Customer Handover

Take responsibility for outstanding vehicle preparation following a confirmed sale.
Liaise with the sales team to establish customer collection or delivery deadlines.
Prioritise sold vehicles appropriately.
Ensure agreed repairs, servicing and preparation work are completed.
Check vehicle cleanliness, mechanical condition and presentation.
Verify keys, relevant documentation and agreed accessories are prepared.
Confirm completion of required pre-handover checks.
Communicate potential delays to the sales team promptly.
Release vehicles for handover only once required checks and work have been completed.

The manager is responsible for operational readiness, while the sales team remains responsible for pre-handover customer communication unless otherwise instructed.

7. Preparation Cost Control

Obtain quotations for repairs, preparation and parts.
Identify economical and appropriate repair solutions.
Present repair costs to management for approval.
Prevent unauthorised or unnecessary expenditure.
Compare external supplier quotations when appropriate.
Monitor expenditure against each vehicle.
Keep accurate records of authorised work and supplier charges.
Escalate work exceeding the originally approved scope or budget.

The manager has authority to recommend, organise and monitor repairs but cannot independently approve expenditure without management authorisation.

8. Daily Reporting & Accountability

The manager must maintain an accurate live vehicle preparation tracker.

Each vehicle should have:

Registration and vehicle details
Date of arrival
Current location
Inspection status
Outstanding preparation requirements
Assigned staff member or supplier
Parts required and order status
Repair status
Estimated and approved costs
Expected advertising-ready date
Actual advertising-ready date
Expected repair completion date
Sold vehicle handover deadline, if applicable

A daily progress report must be submitted to management highlighting completed vehicles, outstanding jobs, delays, costs awaiting approval and priorities for the following day.

9. Key Candidate Requirements

Essential

Previous experience in vehicle preparation, automotive workshop operations, fleet management or a similar motor-trade role.
Strong practical understanding of mechanical faults and vehicle maintenance.
Ability to conduct inspections and identify preparation requirements.
Experience coordinating technicians, contractors and external garages.
Excellent organisational and time-management skills.
Ability to prioritise multiple vehicles and tasks simultaneously.
Strong communication and problem-solving abilities.
Ability to handle post-purchase customer concerns calmly, communicate repair progress clearly and take ownership of aftersales follow-through.
Ability to work independently and take ownership of results.
Good record-keeping and computer literacy.
Full UK driving licence.

Desirable

Experience in a busy used-car dealership.
Hands-on mechanical or diagnostic experience.
Experience sourcing automotive parts.
Experience controlling vehicle preparation costs.
Previous responsibility for a fleet of 40 or more vehicles.

10. Performance Expectations

The successful candidate is expected to:

Minimise the time taken to prepare and advertise newly acquired vehicles.
Achieve the 1–2 working day standard preparation target wherever reasonably possible.
Ensure no vehicle remains in preparation without a documented reason and next action.
Manage repairs efficiently, including identifying faults, ordering parts and coordinating completion.
Maintain full visibility over the condition and status of every vehicle.
Ensure sold vehicles are correctly prepared by their agreed handover dates.
Maintain high standards of vehicle condition, presentation and operational safety.
Provide clear, accurate daily updates to company management.
Reduce unnecessary preparation delays and minimise avoidable repair expenditure.
Operate proactively and resolve routine problems without constant supervision.

11. Aftersales & Post-Purchase Customer Issues

Take ownership of customer vehicle issues reported after purchase, from the initial report through to an agreed resolution and follow-up.
Listen carefully, acknowledge the customer's concerns and record the symptoms, dates, mileage, relevant history and any previous repair attempts.
Assess urgency and potential safety concerns promptly. Where a fault may make the vehicle unsafe to drive, arrange appropriate technical assessment and approved recovery rather than asking the customer to continue driving.
Liaise directly with customers to explain the next steps, arrange inspections and repairs, and provide clear, realistic progress updates.
Coordinate mechanics, external garages, parts suppliers and recovery providers to investigate and resolve aftersales faults efficiently.
Obtain management approval for repair costs or other financial commitments before authorising work, unless specific delegated authority applies.
Keep accurate records of customer contact, diagnostic findings, approved work, costs, commitments and completion dates in the CRM.
Verify that repairs address the reported fault, explain the completed work clearly and follow up with the customer after return of the vehicle.
Escalate repeat faults, disputed repairs, requests for refunds or compensation, and unresolved complaints to company management promptly, with the relevant evidence and a proposed next step.
Identify recurring aftersales problems and use the findings to improve vehicle preparation and pre-handover checks.

The manager is responsible for coordinating aftersales resolution and keeping the customer informed. Financial settlements, refunds and commitments outside delegated authority require management approval. The sales team remains responsible for pre-handover customer communication unless otherwise instructed.

Pay: £1,800.00 per month

Benefits:

Free parking
On-site parking

Work Location: In person

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