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:
1. Internal: Collaborate closely with colleagues and managers within the Transport Department and across the wider business.
2. External: Engage with staff, contractors, suppliers, professional bodies, and external consultants.
Key Responsibilities:
3. Undertake all administrative duties, including the production of letters, databases, spreadsheets, and reports.
4. Perform general office duties such as filing (electronic and hard copies), photocopying, and managing emails to a high standard.
5. Receive incoming telephone calls/enquiries, take messages, and direct them appropriately and in a timely manner.
6. Issue and balance petty cash in line with SFI’s and Finance Processes.
7. Process invoices in line with SFIs and Finance Processes and collate monthly recharges for services supplied by SSL to live contracts.
8. Maintain stock, obtain quotations, and place orders with a wide range of suppliers via multiple routes.
9. Report and issue reactive work requests via multiple computer systems.
10. Maintain electronic diaries for the team as required.
11. Arrange meetings, distribute associated paperwork, and make room bookings and hospitality available where required.
12. Attend meetings as required.
13. Collect and collate routine data and input daily, weekly, or monthly to designated reports/spreadsheets.
14. Chase up relevant data via email, telephone, or in person when requested.
15. Disseminate team-wide communications and maintain information boards with up-to-date and relevant information.
16. Assist in producing monthly and quarterly dashboard reports as requested in the formats designated by the team managers.
17. Help maintain and contribute to producing data for statutory returns for the Department.
18. Develop and maintain effective filing, retrieval, and bring-forward systems for
19. Collate and distribute performance reports, data, and information for all Transport department, including Warehouse.
20. Maintain the warehouse Inventory Management System, process, and maintain the incoming requests from sites and transfer to IMS.
21. 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.
22. Contact and liaise with customers and suppliers, escalating and resolving any problems related to orders, stock level, and any transport requests, including porters move.
23. Liaise with suppliers, raise orders, replenish stocks when levels hit the reorder points, and report discrepancies in deliveries from suppliers.
24. Control driving license schedules and lone working system for all SSL drivers.
Training and Development:
25. Receive on-the-job training for all aspects of the job.
26. Participate in SSL’s annual development process and identify own training and development needs.
27. Attend regular Management Supervision (RMS’s) sessions and 1-to-1’s bi-monthly.
28. Attend statutory and mandatory training as required or undertake via the e-learning system.
29. Undertake any appropriate training associated with the job which may be considered applicable.
Requirements:
30. 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.