Transport administrator

Transport Administrator

Role Purpose: Join our client’s dynamic team as an Administrative Support Specialist and play a crucial role in providing comprehensive administrative assistance to their Transport Department. Your primary responsibility will be to ensure the efficient operation of administrative functions, including the management of a virtual helpdesk, under the supervision of the Transport & Logistics Coordinator.

Key Relationships:

• Internal: Collaborate closely with colleagues and managers within the Transport Department and across the wider business.
• External: Engage with staff, contractors, suppliers, professional bodies, and external consultants.

Key Responsibilities:

• Undertake all administrative duties, including the production of letters, databases, spreadsheets, and reports.
• Perform general office duties such as filing (electronic and hard copies), photocopying, and managing emails to a high standard.
• Receive incoming telephone calls/enquiries, take messages, and direct them appropriately and in a timely manner.
• Issue and balance petty cash in line with SFI’s and Finance Processes.
• Process invoices in line with SFIs and Finance Processes and collate monthly recharges for services supplied by SSL to live contracts.
• Maintain stock, obtain quotations, and place orders with a wide range of suppliers via multiple routes.
• Report and issue reactive work requests via multiple computer systems.
• Maintain electronic diaries for the team as required.
• Arrange meetings, distribute associated paperwork, and make room bookings and hospitality available where required.
• Attend meetings as required.
• Collect and collate routine data and input daily, weekly, or monthly to designated reports/spreadsheets.
• Chase up relevant data via email, telephone, or in person when requested.
• Disseminate team-wide communications and maintain information boards with up-to-date and relevant information.
• Assist in producing monthly and quarterly dashboard reports as requested in the formats designated by the team managers.
• Help maintain and contribute to producing data for statutory returns for the Department.
• Develop and maintain effective filing, retrieval, and bring-forward systems for
• Collate and distribute performance reports, data, and information for all Transport department, including Warehouse.
• Maintain the warehouse Inventory Management System, process, and maintain the incoming requests from sites and transfer to IMS.
• Maintain warehouse stock levels in accordance with set levels agreed with management, including PI and stocktake counts onto the “IMS” and follow the set program schedule.
• Contact and liaise with customers and suppliers, escalating and resolving any problems related to orders, stock level, and any transport requests, including porters move.
• Liaise with suppliers, raise orders, replenish stocks when levels hit the reorder points, and report discrepancies in deliveries from suppliers.
• Control driving license schedules and lone working system for all SSL drivers.

Training and Development:

• Receive on-the-job training for all aspects of the job.
• Participate in SSL’s annual development process and identify own training and development needs.
• Attend regular Management Supervision (RMS’s) sessions and 1-to-1’s bi-monthly.
• Attend statutory and mandatory training as required or undertake via the e-learning system.
• Undertake any appropriate training associated with the job which may be considered applicable.

Requirements:

• Previous experience in administrative support roles, preferably within a transportation or logistics environment.

 
This role is offering an hourly pay rate of £12.05 per hour rising to £12.85 per hour after the first 6 months.

If you are a proactive individual with a passion for administrative excellence and a desire to contribute to the success of our clients busy Transport Department, we encourage you to apply for this exciting opportunity.