Office Manager

We are looking for a confident, proactive and highly organised Office Manager to oversee all front-office operations and lead our small, dedicated admin team. This role is key to ensuring the smooth day-to-day running of the business, from customer service and scheduling to HR support, team management, invoicing, and logistics. You will directly manage our Front of House and Office Administrator role.

Responsibilities

• ● Lead and support the daily activities of the Office Administrator and Front of House.
• ● Ensure a warm, professional welcome for all customers and visitors to the bodyshop.
• ● Manage daily scheduling of vehicle drop-offs, collections, and courtesy car bookings.
• ● Monitor and report on key performance indicators (KPIs) related to customer service, admin efficiency, and repair timelines.
• ● Assist with maintaining compliance documentation and preparing for internal or external audits where required.
• ● Liaise with the workshop to monitor repair progress and keep customers updated.
• ● Act as the escalation point for customer complaints and work to resolve issues promptly.
• ● Oversee the management of the courtesy car fleet, including checks for damage and documentation.
• ● Process and approve invoices and payments accurately and in a timely manner.
• ● Maintain up-to-date administrative records and ensure effective filing systems.
• ● Support HR administration, including onboarding, holiday and absence tracking, and maintaining employee files.
• ● Conduct return-to-work interviews and coordinate recruitment processes including drafting job descriptions, scheduling interviews, and issuing offer letters.
• ● Monitor office stock and supplies, placing orders as needed.
• ● Ensure the smooth running of office systems and liaise with IT support where required.
• ● Support compliance with GDPR, Health and Safety, and internal company procedures.
• ● Promote current offers and encourage customer reviews or testimonials to support marketing efforts.
• ● Identify and implement improvements to internal processes that enhance efficiency or the customer experience.
• ● Provide regular updates to the Directors and attend daily production meetings.
• ● Carry out any other duties necessary to support the effective running of the bodyshop.

Qualifications/Requirements

• ● Previous experience in an office management or senior administration role.
• ● Experience managing or supporting a small team.
• ● Excellent communication and interpersonal skills.
• ● Strong organisational and multitasking abilities.
• ● Confident handling confidential information and HR-related tasks.
• ● Proficient in Microsoft Office and business software systems.
• ● Experience with Bodyshop Management Systems such as Audatex, Autoflow and GT Global is highly desirable.
• ● Calm under pressure, with a professional and customer-focused approach.
• ● Previous experience in a similar role within the automotive industry is desirable but not essential.
• ● Full, clean UK Driving License is essential due to the management of the courtesy car fleet.

Compensation & Benefits:

• ● Salary: Competitive salary plus bonus scheme.
• ● Working Hours: This is a full-time position, with standard working hours from 9:00 AM to 5:30 PM, Monday to Friday. Occasional overtime may be required.
• ● Benefits:
• ● Company Pension Scheme
• ● 28 days annual leave (inclusive of bank holidays)
• ● Free on-site parking
• ● Opportunities for professional development and training

Equal Opportunities Statement:

West Midlands Accident Repairs is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. We are committed to building a diverse and inclusive team.

Application Process:

To apply for this exciting opportunity, please submit your comprehensive CV and a cover letter detailing your suitability for the role. Please email your application to hr@wmar.co.uk. There is no specific application deadline; we will be reviewing applications on an ongoing basis. Shortlisted candidates will be invited for multiple interview stages, which will be explained at the appropriate time.