Role Overview:

The Workshop Coordinator is a key role in ensuring the smooth flow of vehicles and jobs through the AAV4x4 workshop. Acting as the communication hub between the Operations Manager, Workshop Manager, and workshop team, this role is responsible for checking in vehicles, uploading job information to Zoho Projects, coordinating external work, tracking job progress, and assisting in quality control at final delivery.

Key Responsibilities:

Vehicle Intake & Job Setup:

Check-in vehicles upon arrival and take the required set of photos.

Create and upload new jobs in Zoho Projects including full vehicle/job details and photos.

Workflow Management:

Allocate daily workshop tasks based on guidance from the Workshop Manager and Operations Manager.

Ensure all jobs are progressing through the workshop as per schedule.

Attend and contribute to daily briefings with both the Workshop Manager and Operations Manager.

Review workshop technician progress daily to confirm adherence to timeframes and correct job assignments.

External Contractor Coordination:

Arrange external contractor work including time bookings, vehicle handovers, and approvals.

Raise and send purchase orders for external services.

Check vehicles out and back in from external contractors, including damage checks and documentation.

Job Scheduling & Customer Bookings:

Take and manage customer bookings.

Maintain and manage the workshop booking calendar to ensure efficient use of resources.

Quality Control & Job Completion:

Assist the Workshop Manager in compiling and updating defect lists.

Support with final inspections of completed jobs and cross-check completion against Zoho records.

Mark off completed tasks and jobs to close out in Zoho Projects.

Skills & Attributes:

Highly organised and detail-focused

Excellent communication and coordination skills

Comfortable working with digital systems (Zoho Projects experience preferred)

Proactive and confident in managing time-sensitive workflows

Able to work closely and collaboratively with multiple departments

Desirable Experience:

Experience in workshop coordination, mechanical or automotive environments

Understanding of 4x4 vehicle builds, modifications or fleet maintenance

Experience in job/project management systems (Zoho, SimPRO, etc.)