Depot Coordinator

Depot Coordinator

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Job Summary

• Location: Huntingdon
• Brand: Welfare Hire
• Job Type: Permanent
• Hours: Any 5 days over 7

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Stores & Operations Coordinator

Type: Permanent, Full-time
Working Hours: Monday – Friday, 08:00 – 17:00 (40 hours per week)

Job Overview

The Stores & Operations Coordinator is responsible for the effective management of the depot’s forward holding stores, ensuring stock accuracy, availability of parts and consumables, and maintaining efficient stock control processes. The role also provides administrative and operational support to the Depot Manager, Yard Foreman and Depot Assistant, helping ensure the smooth day-to-day running of the depot. By taking ownership of stores management and supporting depot administration, the role enables the Depot Manager to focus on leadership, employee development, operational performance and continuous improvement. The Stores & Operations Coordinator will work closely alongside the Depot Assistant and Yard Foreman, with all three roles providing cross-cover during periods of annual leave and absence.

Reporting to:

Depot Manager

Liaising with:

Head Office, Customer Operations Desk, Depot Managers, Depot Foreman, Depot Assistant, Yard Operatives, Drivers & Valeters

Key Responsibilities

Forward Holding Stores

Take full accountability for the depot’s forward holding stores including:

• Maintaining accurate stock levels.
• Daily issuing and receipt of parts.
• Ordering stock in line with agreed minimum and maximum levels.
• Monitoring stock usage and trends.
• Raising purchase requests when required.
• Conducting weekly stock checks.
• Completing monthly stock audits.
• Investigating stock discrepancies.
• Ensuring parts are stored safely and correctly.
• Managing obsolete and damaged stock.
• Liaising with Central Stores regarding replenishment and shortages.
• Maintaining accurate stock records within company systems.
• Ensuring engineers have the correct parts available to minimise repair delays.

Depot Administration Support

• Support the Depot Manager and Depot Assistant with:
• Updating Syrinx records.
• Allocating work via PDA.
• Processing purchase orders.
• Filing inspection certificates.
• Updating fleet records.
• Recording vehicle mileages.
• Monitoring MOT schedules.
• Booking electrical inspections.
• Maintaining depot documentation.
• General administration duties.
• Supporting transport administration when required.

Operational Support

• Monitor depot consumables.
• Coordinate deliveries of parts and materials.
• Support engineers by ensuring required parts are available.
• Assist with fleet audits.
• Support depot housekeeping standards.
• Help coordinate depot workload during busy periods.
• Assist with quality and compliance documentation.

Reporting

Provide regular reporting on:

• Stock value.
• Stock accuracy.
• Outstanding purchase requests.
• Parts shortages.
• Slow-moving stock.
• Depot consumable usage.
• Weekly stock audit results.

Key Performance Indicators (KPIs)

The role will be measured against:

• Stock accuracy.
• Forward holding stores availability.
• Parts ordering accuracy.
• Reduction in repair delays due to unavailable parts.
• Completion of weekly stock checks.
• Completion of monthly stock audits.
• Accuracy of depot records.
• Purchase order turnaround.
• Depot administration accuracy.
• Support provided to operational teams.

Cross-Cover Responsibilities

The Stores & Operations Coordinator, Depot Assistant and Yard Foreman will work collaboratively to ensure business continuity.

Each role will provide support and cover for the others during periods of annual leave, sickness or increased operational demand, ensuring the depot continues to operate effectively.

Requirements & Skills

Essential

• Experience in stock control or stores management.
• Strong organisational skills.
• High attention to detail.
• Good IT skills.
• Microsoft Excel, Outlook and Word.
• Good communication skills.
• Ability to prioritise workload.
• Self-motivated and proactive.

Desirable

• Syrinx experience.
• Hire industry experience.
• Warehouse or stores experience.
• Understanding of fleet operations.

Personal attributes

• Reliable, responsible, and safety conscious.
• Polite, well-mannered, and customer focused.
• Self-motivated with the ability to work independently and as part of a team.

Why join us?

This is an exciting opportunity to be part of a dynamic and growing team. We offer a pathway to permanent employment, on-the-job training, and a supportive working environment.