Transport Office Administrator

Transport Office Administrator
Posted 6 years ago

Transport Office Administrator

Location: Ewelme, UK

Salary: GBP 24,700.00 – GBP 26,700.00 Per Annum

Job Level: Mid

Industry: Renewables & Environment

Function: Administrative & Secretarial


Are you a fantastic administrator who’s also well organised, patient, a natural multi-tasker and resourceful?

Does working in a busy and bustling office bring out the best in you?

Are you the sort of person who positively thrives in a job where there’s never a dull moment and no day is the same?

The Transport Office Clerk has to wear many ‘hats’:

it’s a varied job that includes carrying out daily essential admin tasks, liaising with drivers (basic payroll queries, sorting PPE, for example) and customers (passing on complaints and requests).

One minute you might be coding an invoice or taking minutes at a meeting, the next ensuring a clock card is issued to a new driver or recording data on a spreadsheet.

Your interpersonal skills are as important as your computer skills.

You must be prepared to be adaptable too – answering the phones and covering for the Transport Office Co-ordinators at lunchtime, for example.

The company is also looking for someone who can think on their feet and use their initiative.

Ideally you’ll have transport operations or waste industry experience, and we need you to have a good geographical knowledge of our Oxfordshire operating area.

Job Purpose:

The role is to provide the Operations Manager with administrative support to ensure that the Depot’s service meets and exceeds customer expectations. The job holder will also provide back-up support to the Transport Office Co-ordinators during busy periods of the day.

Key Duties:

  • Liaising with the Operations Manager.
  • Addressing and passing relevant info to Contract/Operations Manager, e.g. complaints, requests etc from customers.
  • Daily recording of weights on to an Excel spreadsheet and producing end-of-month reports.
  • Filing weight tickets for cross- reference with invoices.
  • Ordering office equipment and personal protective equipment (PPE) for employees.
  • Working with HR and H&S to ensure new employees are processed correctly, including assisting the Operations with the arrangements for induction training, issuing of clock cards and gathering all personal information, as required.
  • Updating and maintaining the clocking and payroll system on a daily basis and processing weekly payroll and Road Transport Directive (RTD) reports.
  • Checking and coding invoices for sign-off by the Operations Manager.
  • Updating and maintaining holiday/absence records.
  • Liaising with drivers and drivers’ mates with regard to general queries, including basic payroll queries/HR issues.
  • Taking minutes at meetings and producing disciplinary and grievance notes.
  • General administration duties, including dealing with the post, filing, general letter-writing.
  • Carrying out monthly stationery stock checks and re-ordering where necessary.
  • Managing the petty cash; daily cash sales; updating training records; and managing the 6-monthly driving licence checks.
  • Providing back-up support to the Transport Office Co-ordinators in handling customer queries and using IWS/Enwis/PurGo. Investigating and completing invoice queries, including contacting customers with the outcome of the query.
  • Receiving emails and telephone calls from customers and resolving their requests in a timely fashion.
  • Monitoring heavy bins and liaising with the Sales team to get these resolved as per the heavy bin process.
  • Maintaining the Tachomaster calendar for missing days and holiday/rest days.
  • Notifying the Depot Operations Manager of employees breaching the absence policy.
  • Administrative entry of personal/vehicle incident reports onto SHE.
  • Processing customer requests from initial order through to the invoicing stage.
  • Accurately recording and inputting data to ensure accurate invoicing and minimal customer queries.
  • Proactively identifying and resolving potential operational service failures to minimise complaints.
  • Keeping drivers/mates’ records, e.g. training, licences etc. up to date in accordance with the Data Protection Act 1998.
  • Producing reports in a timely manner.
  • Ensuring full compliance with all Company policies and procedures, including health and safety and employment.
  • Any other duties, such as ad hoc projects, as requested by the job holder’s Manager or the Board of Directors that are within the skills, capabilities and experience of the job holder.


  • Educated to GCSE (or equivalent) standard in maths and English.
  • Ideally 2 years’ administrative experience, minimum 1 year.
  • Good computer skills, with excellent working knowledge of Microsoft Word, Excel and Outlook.
  • Numerate, and confident with the written word.
  • Ideally hold a full UK driving licence.

Experience/ Skills / Knowledge:

  • Ideally 2 years’ office-based experience involving transport operations or a sound knowledge of the waste industry. Confident communicator, accurate, discrete, approachable, flexible and ability to multi-task.
  • Places high importance on providing the best customer service.
  • Ideally, previous experience in the waste industry.
  • A good geographical knowledge of the operational area.
  • High level of accuracy and attention to detail.
  • Ideally, experience of databases/in-house IT systems or a willingness to learn.
  • Good local geographical knowledge relevant to the depot’s location.
  • Flexible attitude with the ability to multi-task.
  • Evidence of being a team player by being pro-active in showing support for colleagues and manager, e.g. training, absence cover etc.
  • Ability to manage own time, prioritise tasks and meet deadlines.
  • Good problem-solving skills, adopting a practical approach: able to resolve issues to a good standard or knowing when to refer to manager.
  • Evidence of being self-motivated by undertaking relevant training and making suggestions for continuous improvement in systems and processes.

What are the working hours?

This is a full-time job and your hours will be 7.30am to 5pm Monday to Friday. A total of 42.5 hours per week.

What are the benefits & perks?

You’ll receive a competitive salary and attractive benefits, including:
• When we do well, we want you to benefit too. So we have a discretionary bonus which is payable annually and dependent on Company performance and profits.
• Pension scheme – auto-enrolment on your first day of employment. You contribute 5% of pay (true cost is less than this due to Income Tax and NI relief) and the company matches this. As a member of the scheme, from day one you’ll also receive
life assurance cover to the value of two times your annual pensionable salary.
• Option to purchase additional holiday and join cycle to work scheme (after a qualifying period).
• Health Cash Plan to help you manage the cost of your everyday healthcare, such as dentist and optician (you pay a small monthly premium).
• Employee Assistance Programme – confidential and accessible 24/7.
• Perks at Work reward and discount scheme that covers everything from cinema and leisure attractions to fashion purchases and food shopping.
• Discounted gym membership at participating gyms.

Salary: GBP 24,700.00 – GBP 26,700.00 Per Annum

Job Level: Mid

Industry: Renewables & Environment

Function: Administrative & Secretarial

Job Features

Job CategoryPermanent

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