Vehicle Preparation & Fleet Operations Manager

Take ownership of preparation and fleet operations for 40–60 vehicles: inspect arrivals, coordinate repairs and suppliers, get stock advertising-ready, and resolve customers' aftersales issues.

Location: Rainham, Essex

Type: Full-time

Pay: £2,500 per month

Working Hours: Monday–Saturday, 9:00 AM–5:00 PM

Employment Type: Full-time

Salary: £2,500 per month

Reporting To: Company Directors

Fleet Responsibility: Approximately 40–60 vehicles

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.

• 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.
• 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.
• 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.
• 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.
• 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, and recovery companies.
• 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.
• Preparation Cost Control: Obtain quotations for repairs, preparation and parts. Identify economical and appropriate repair solutions. Present repair costs to management for approval.
• 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.
• 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. Excellent organisational and time-management skills.
• 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.
• 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.

Overall Objective: The Vehicle Preparation & Fleet Operations Manager must take complete ownership of the dealership's vehicle preparation, fleet operations and the coordination of aftersales vehicle issues.