Key Room Coordinator

Pentagon Motor Group are looking to recruit a Key Room Coordinator  to work with the fantastic team at our West Hallam based Fleet department.

About the Role

The Key Room Coordinator plays a vital role in the functioning of our Fleet department. This position supports the functions of the Vehicle Preparation department to help ensure the smooth and efficient processing of vehicles. With a focus on booking keys in and out, key organisation and liaising with various colleagues/external contractors, the Key Room Coordinator contributes to maintaining the Pentagon Group’s reputation for quality and excellence.

Job Description

Main Purpose of the Role & Key Responsibilities 

• Oversee and maintain the fleet vehicle key room efficiently and securely.
• Ensure all vehicle keys are accurately booked in and out using company procedures and systems.
• Ensure all keys are correctly tagged, labelled, and stored in designated locations.
• Prepare and organise keys for technicians, contractors, drivers, and other colleagues as required.
• Investigate and report any missing, damaged, or unreturned keys promptly.
• Maintain a clean, organised, and secure key room environment.
• Coordinate with fleet, workshop, and operations teams to ensure vehicle availability.
• Follow company security procedures and health & safety policies.
• Provide excellent communication and support to internal departments and external contractors where required.
• Process and monitor transport damage claims, ensuring incidents are recorded accurately, supporting evidence is obtained, and claims are progressed in line with expected procedures.
• Use digital systems and processes effectively to maintain accurate records, improve workflow visibility, reduce manual administration, and support efficient communication across departments.

Key Performance Objectives

• Maintain 100% accuracy when booking vehicle keys in and out.
• Ensure all keys are correctly tagged, labelled, and stored at all times.
• Prepare and distribute keys to technicians, contractors, and colleagues within agreed timeframes.
• Minimise lost, missing, or incorrectly allocated keys through effective control procedures.
• Complete regular key audits and resolve discrepancies promptly.
• Maintain an organised, secure, and compliant key room environment.
• Ensure all vehicle key records are kept up to date and accurate.
• Ensure transport damage claims are logged, tracked, and followed up within agreed timescales, with clear updates provided to relevant stakeholders.
• Maintain accurate digital records and support the continued use of digital workflows to improve efficiency, traceability, and reporting across the vehicle preparation process.
• Support operational efficiency by ensuring vehicle keys are readily available when required.
• Adhere to company security, fleet, and health & safety procedures at all times.

Other Duties

Perform any additional tasks reasonably required by senior managers that align with

the business goals and fall within your capability.

Have you heard about our benefits?

When you join Pentagon, from Day 1 you'll have access to a comprehensive benefits package including:

• 31 days holiday per year (including Bank Holidays) that will increase with length of service.
• Recommend a Friend Scheme.
• Discounted days out with family and friends.
• Retail discounts saving £££'s on shopping and dining out.
• Fully funded, Nationally Recognised Qualifications.
• Manufacturer specific training.
• Salary Finance.
• 24 hour access to the Employee Assistance Programme and designated site Mental Health First Aiders.
• Team member Pension Scheme contributions.
• Friends & family Customer Referral Payments
• Discounts on products and services that we provide for family and friends.

We pride ourselves on offering exceptional training and development opportunities along with realistic career paths for each member of our Team.

At Pentagon, we believe that diversity and inclusion are fundamental to our success.We are committed to fostering a workplace where every individual is valued, respected, and empowered to contribute their unique perspectives and talents.Our values are chosen and driven by our colleagues, incorporating  , trust , respect , integrity and communication , to create and maintain a positive , collaborative culture.Our vision, is that we believe that by embracing the perspectives and talents of every individual, we can drive meaningful change and create a more inclusive automotive industry for generations to come.

For more information on why becoming a member of the Pentagon Motor Group team is an amazing career choice head over to our website!

https://www.pentagon-group.co.uk/recruitment