Operations & Executive Assistant

About the Role

AB Dealers is looking for a highly organised, proactive and commercially minded Operations & Executive Assistant to support the day-to-day management and monitoring of our automotive business.

This is not a traditional PA position.

You will act as a central point of coordination across the business, ensuring that outstanding tasks are followed up, customer matters progress, workshop and administrative actions are monitored, and important issues are escalated to the management promptly.

The successful candidate will be someone who takes ownership, follows matters through to completion and is comfortable chasing colleagues, customers and external organisations when necessary.

Key Responsibilities

Business Operations

• Monitor outstanding actions across the business and ensure they are completed.
• Maintain clear operational trackers and management information.
• Follow up with staff regarding overdue actions.
• Identify delays or potential problems before they become serious.
• Provide management with concise daily updates and highlight matters requiring decisions.

Customer Claims & After-Sales

• Monitor customer claims and after-sales correspondence.
• Maintain an accurate tracker of all open cases.
• Request and organise supporting documentation, diagnostic reports, photographs and invoices.
• Arrange vehicle inspections and workshop appointments.
• Liaise with customers, garages, warranty providers and other third parties.
• Ensure customers receive appropriate progress updates.
• Escalate complaints, legal matters and significant commercial decisions to the management.

Workshop Coordination

• Maintain visibility of vehicles currently undergoing inspection or repair.
• Monitor diagnosis, parts, warranty authorisations, technician actions and expected completion dates.
• Chase outstanding actions and identify vehicles where progress has stalled.
• Ensure customer updates are provided when required.

Sales & Administration Monitoring

• Monitor outstanding post-sale administration.
• Follow up on vehicle documentation and V5 matters.
• Check warranty and other administrative processes have been completed.
• Assist with finance and supplier correspondence where required.
• Maintain accurate business records.

Executive Support

• Assist the management with diary and priority management.
• Monitor important correspondence and deadlines.
• Prepare information required for meetings and decisions.
• Follow up with suppliers and professional advisers.
• Manage confidential information appropriately.
• Take ownership of ad-hoc projects and administrative tasks.

About You

You will be:

• Exceptionally organised and detail-oriented.
• Proactive rather than waiting to be instructed.
• Confident chasing people and holding others accountable for agreed actions.
• An excellent written and verbal communicator.
• Comfortable managing several priorities simultaneously.
• Commercially aware and capable of exercising good judgement.
• Able to recognise when something can be handled independently and when it needs to be escalated.
• Confident using Microsoft Office, spreadsheets and business management systems.
• Professional when dealing with customers and external organisations.

Previous experience within automotive, insurance, claims, legal administration, property, fleet management or another operational environment would be advantageous but is not essential.

What Success Looks Like

The objective of this position is simple:

Nothing important should be forgotten, left without an owner or allowed to remain outstanding without being followed up.

You will become the Director’s trusted operational point of contact, ensuring that routine matters are dealt with efficiently while important decisions are escalated with the relevant facts already established.

This is an excellent opportunity for someone who enjoys taking ownership, creating structure and becoming a key part of the day-to-day running of a growing business

Pay: Up to £32,000.00 per year

Work Location: In person