Depot Administrator at Lexham Insurance Group, Dudley

Role Purpose

This is your opportunity to play a key role in supporting the smooth running of the Fleet,Salvage, and Transport Operations, where your contributions to customer service, efficiency, and continuous improvement will be valued and recognised.

As a Depot Administrator, you will be involved in the purchase and processing of

motorcycle salvage, the coordination of hire bike deliveries and collections, and theadministration of the wider fleet.

You will ensure accurate documentation, exceptional customer communication, regulatory compliance, and effective coordination with clients, drivers, engineers, recovery agents, and internal teams.

Working as part of the Fleet, Salvage, and Transport teams, you will contribute to

operational excellence through strong organisational skills, proactive problem-solving, and a commitment to delivering a high-quality customer experience.

Key Accountabilities

Salvage & Fleet Administration

• Purchase motorcycle salvage and ensure accurate processing of salvage inventory and related documentation.
• Scan, process, and securely handle V5s and other confidential documents.
• Ensure fleet vehicles remain compliant with tax, MOT, and other regulatory requirements.
• Monitor vehicle downtime, usage, and performance to support optimal fleet utilisation.
• Process and respond to fines for hire bikes, ensuring timely resolution and accurate record-keeping.
• Assist in generating reports related to fines, salvage, compliance, and fleet performance.

Transport Operations & Client Support

• Liaise with clients via phone and email to arrange deliveries and collections of hire motorbikes.
• Ensure clients have the correct documentation prior to delivery.
• Arrange collection of damaged customer vehicles or coordinate collection through approved third-party companies.
• Discuss and resolve mechanical or technical concerns relating to hire motorbikes.
• Make payments over the phone when required.
• Support drivers with any issues encountered on the road or with clients.
• Book breakdown support, tyre replacements, hotel stays, and general van maintenance as required.
• Chase outstanding jobs through the in-house system to ensure timely completion.

Communication & Customer Service

• Handle incoming calls and emails professionally, ensuring timely and accurate responses to colleagues, clients, and third parties.
• Deliver excellent customer service and ensure all visitors or stakeholders are supported in line with GDPR and company protocols.
• Build and maintain strong working relationships across the Lexham Group, sharing best practice and supporting collaborative improvements.

Continuous Improvement & Team Contribution

• Prioritise work effectively and identify opportunities for improvement, supporting the removal of barriers to high performance.
• Provide general administrative support to the team and assist with any reasonable tasks requested by your manager.
• Maintain a proactive, organised approach to day-to-day responsibilities and contribute positively to team success.