Brief Sketch of the Company

This company is an automotive business that began as a family operation 40 years ago and has since grown to fifty employees across four locations in various cities. The company is a main dealer and service provider for a specific car brand, dealing in new and used cars and offering rental services. It also has a body shop, car wash, and gas station.

Explanation of the Company’s Request and Purpose of the Analysis

This company struggles to find technical administrative staff, with a current full-time vacancy yet to be filled. With plans to expand the business in the near future, the employer seeks to determine whether improving efficiency among existing technical administrative staff by offloading basic tasks is feasible. These tasks could potentially be assigned to individuals facing barriers to the labour market. The analysis will evaluate the costs and benefits of this new structure.

Conclusion from the Analysis

Tasks below the skill level of existing staff include:

• In Sales Administration: Preparing application forms, data entry, and vehicle transport coordination.
• In Accounting: Sticker and scan invoices, link documents to credit notes, and mail frank.
• Additional Tasks: Following up on lease contracts and overdue payments, automating imports, and updating the customer database.

Reorganising work would allow staff to regain time for activities like team meetings, which are currently neglected due to time constraints. In total, approximately 60 hours per week are spent on tasks that could also be performed by practically trained workers. Part of these tasks is deemed unsuitable for delegation. Ultimately, 40 hours per week can be consolidated into a task package for a practically trained employee, thereby relieving the skilled staff.

Result

A position for a light administrative assistant was created, enabling technical administrative staff to focus on their core duties. The vacancy for a highly skilled technical administrator can now be filled by someone with a distance to the labour market.

Win-Win for the Company

The company can save significantly on salary expenses while supporting future growth. Annual benefits, including potential subsidies, could exceed €12,000.

Additional Insights

The organisation is prepared to adapt its environment to suit a new colleague’s needs. Existing staff members are ready to welcome and guide the new hire, showcasing openness and readiness for this initiative.