Transport Admin

Responsible to: Transport / Service Manager

Department: Logistics - Transport

Schedule: Monday to Friday, 37.5 hours per week

Location: Lea Riverside, E3

Role Overview

As a Transport Admin, you will play a pivotal role in supporting the smooth running of our transport operations. Reporting to the Service Manager, you will work closely with cross-functional teams, including Drivers and Assistants, to ensure we continually meet our client’s service requirements. Based at our Lea Riverside office, you will also be responsible for coordinating daily vehicle administration and effectively communicating KPI targets to the wider team.

You will provide administrative support services to the Bywaters Transport and Vehicle Maintenance Team, enabling the efficient and effective management of vehicles and the maintenance workshop in compliance with the Bywaters Operator’s License, Health and Safety regulations, and internal processes, practices, and procedures. Working closely with the Shift Managers, Compliance team and Transport Manager, you will provide key services and financial information, record data, analyze and produce reports, and highlight potential issues as required.

Transport Admin Key Responsibilities

• Maintain and update all fleet records, including vehicle registration, insurance, MOTs, servicing, and inspections.
• Schedule routine maintenance, servicing, and repairs for all vehicles, ensuring minimum downtime.
• Liaise with garages, suppliers, and internal departments to coordinate vehicle availability and repair completion.
• Monitor vehicle tax, insurance renewals, and leasing agreements to ensure timely renewals and compliance.
• Keep accurate records of supplier spend.
• Handle new vehicle onboarding and offboarding, including documentation, asset tracking, and decommissioning.
• Support compliance with DVSA, Operator License, and company safety requirements.
• Assist in incident and accident reporting, including logging details, coordinating repairs, and updating insurance files.
• Manage training-related tasks on Cascade for Drivers/Assistants.
• Provide administrative support to the Fleet or Transport Manager, including reports, analysis, and audits.
• Support procurement of fleet supplies such as vehicle parts, Tyres, and equipment.
• Challenge / Pay PCN’s and Fine Received and submit Deduction forms for staff.
• Generate P.O’s for estimates and Proforma invoices for all transport suppliers and approval sort by the Transport Manager or Head of the department.

Transport Admin Essential Skills/Attributes

• Previous experience in an administrative or fleet/transport support role.
• Strong organizational and multitasking skills.
• Proficient in Microsoft Office, especially Excel and Outlook.
• Good written and verbal communication skills.
• Attention to detail and ability to maintain accurate records.
• Ability to work independently and manage priorities.
• Proactive and dependable.
• Strong problem-solving skills.
• Comfortable working in a fast-paced, reactive environment.
• Able to communicate effectively with drivers, suppliers, and management.
• Committed to continuous improvement and efficiency.

Desirable

• Experience working with fleet management or telematics systems (e.g. Vision, Fleet Check).
• Basic knowledge of vehicle maintenance and transport compliance regulations.
• Understanding of Operator License responsibilities.
• Qualification in Business Administration or relevant field.

Additional Information

Bywaters is an equal opportunities employer committed to fostering a diverse and inclusive workplace. We encourage suitably qualified applicants from a wide range of backgrounds to apply.