Workshop Controller Workshop Administrator

🔧 We're Hiring: Workshop Controller Workshop Administrator 📍 Location: United Arab Emirates (Remote) 🕒 Employment Type: Full-Time 💼 Experience Level: Mid-Level 🌐 Work Arrangement: Fully RemoteAbout Us Halvion is a growing international organization focused on workshop operations, fleet and equipment maintenance, service coordination, and operational excellence. Our teams collaborate across Maintenance, Operations, Procurement, Finance, Logistics, and Administration to ensure efficient workshop performance and reliable asset management.The Role We are seeking an organized and proactive Workshop Controller / Workshop Administrator to coordinate workshop activities, manage service schedules, maintain maintenance records, monitor job progress, and provide administrative support to workshop and maintenance teams. This is an excellent opportunity for a workshop or automotive operations professional looking to develop their career in maintenance coordination, service administration, and operational management within an international and fully remote working environment.Key Responsibilities - Coordinate daily workshop activities and administrative operations. - Schedule vehicles, equipment, and assets for planned maintenance and repairs. - Receive and register maintenance and repair requests. - Create and maintain workshop job cards and work orders. - Assign work orders to appropriate technicians or service providers. - Monitor job progress and ensure work is completed within agreed timelines. - Coordinate preventive, corrective, and breakdown maintenance activities. - Maintain accurate records of vehicle, equipment, and workshop maintenance history. - Track service intervals, inspections, warranties, and maintenance schedules. - Coordinate vehicle and equipment availability with Operations and Fleet teams. - Monitor workshop capacity, workload, and technician availability. - Follow up on outstanding repairs, parts, and external service requirements. - Coordinate with suppliers and external workshops regarding repairs and services. - Request and compare quotations for parts, repairs, and maintenance services. - Coordinate spare parts availability with Procurement and Stores teams. - Monitor parts usage and ensure required components are available for scheduled work. - Verify completed work orders and supporting documentation. - Assist with reviewing workshop invoices against approved work orders and quotations. - Coordinate with Finance regarding maintenance invoices and payment documentation. - Maintain accurate records of workshop costs and maintenance expenditure. - Track maintenance KPIs such as downtime, repair turnaround time, repeat repairs, and maintenance costs. - Prepare daily, weekly, and monthly workshop performance reports. - Monitor overdue maintenance and escalate critical issues. - Maintain accurate records of inspections, certifications, permits, and compliance documents. - Ensure workshop documentation is complete and properly filed. - Coordinate vehicle inspections, testing, and certification activities where required. - Assist with warranty claims and manufacturer service requirements. - Communicate maintenance status and expected completion dates to relevant stakeholders. - Support incident and breakdown reporting processes. - Assist with fleet availability and replacement planning. - Maintain digital workshop management systems, ERP records, and maintenance databases. - Ensure confidential operational and financial information is handled appropriately. - Support internal audits and maintenance documentation reviews. - Ensure workshop activities follow company policies, safety procedures, and maintenance standards. - Identify opportunities to improve workshop workflows, scheduling, and administrative efficiency. - Support continuous improvement initiatives within workshop and maintenance operations. - Perform other workshop coordination and administrative duties as required.Requirements - Diploma or Bachelor’s degree in Automotive Engineering, Mechanical Engineering, Fleet Management, Business Administration, or a related field preferred. - 3+ years of experience in workshop administration, workshop control, fleet maintenance, service coordination, or a related role. - Strong understanding of workshop operations, vehicle servicing, maintenance scheduling, and repair processes. - Experience managing job cards, work orders, maintenance records, and service schedules. - Familiarity with workshop management, fleet management, ERP, or maintenance systems. - Good understanding of preventive and corrective maintenance processes. - Experience coordinating technicians, suppliers, contractors, or external workshops. - Strong organizational and scheduling skills. - Excellent attention to detail and record-keeping abilities. - Strong communication and stakeholder coordination skills. - Good numerical and analytical skills. - Proficiency in Microsoft Excel, Word, and other business productivity tools. - Ability to monitor multiple work orders and deadlines simultaneously. - Strong problem-solving and follow-up capabilities. - Ability to work effectively with Maintenance, Fleet, Procurement, Finance, and Operations teams. - Ability to work independently in a fully remote environment. - Experience with CMMS or workshop systems is an advantage. - UAE/GCC automotive, fleet, or workshop experience is an advantage but not required. - Relevant automotive, fleet, maintenance, or workshop management certifications are welcome but not mandatory.What We Offer - 🌍 Fully Remote Work Arrangement - 💼 Full-Time Workshop Controller / Workshop Administrator Position - 📈 Career Growth & Professional Development - 🔧 Workshop & Maintenance Operations Exposure - 🚗 Fleet & Asset Management Experience - 📊 Maintenance KPI & Cost Management Exposure - 🤝 International & Collaborative Working Environment - 🕒 Flexible Working Environment - 🚀 Opportunity to Develop Workshop & Maintenance Coordination Expertise - 🌐 International Fleet, Supplier & Service Provider Exposure