Transportation Coordinator in Derby

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About the Company

Fairfax Meadow is a leading hospitality butcher, supplying high-quality meat products to hotels, pubs, restaurants, and other venues across the UK. Operating a fleet of small vans and larger LGVs, our small but busy Transport Office in Derby ensures timely and efficient deliveries to our valued customers. We are seeking a proactive and detail-oriented Transport Administrator to join our dynamic team.

About the Role

The Transport Administrator will support the smooth operation of our Transport Office by managing driver performance, record keeping; delivery documentation, driver logs, timesheets, proof of delivery (POD), ensuring compliance with transport regulations, coordinating deliveries, and handling administrative tasks. This role requires excellent communication, organisational skills, and the ability to thrive in a fast-paced environment.

Responsibilities

Driver Performance & Compliance:

• Monitor and analyse driver performance data using Lightfoot and Samsara to improve driving style, efficiency, and safety (e.g., harsh braking, idling times). Escalate where applicable.
• Analyse tachograph data (digital/analogue) to ensure compliance with drivers’ hours and rest period regulations.
• Generate reports from Lightfoot, Samsara, Optimo Routing, and tachograph data to identify trends and areas for improvement.
• Process and manage fines/penalty notices (e.g., speeding, parking) through investigation and driver communication. Log and analyse data and escalate where applicable, to improve driver behaviour and reduce costs.
• Monitoring vehicle maintenance, MOTs, safety inspections, and driver licence checks. Maintain accurate WTD records, producing weekly reports to highlight non-compliance.
• Ensuring regulatory and safety compliance (e.g. DVSA / O-licence, driver CPC, etc.). Ensure LGV check-sheets are created and managed per O Licence requirements.

Route Planning & Delivery Coordination:

• Utilise Optimo Routing to compare planned vs. actual routes, identifying deviations or inefficiencies.
• Adjust routes dynamically in response to traffic, road closures, or other issues.
• Book couriers when required, ensuring proper briefing, vehicle loading, and accurate paperwork.
• Book deliveries with customers, adhering to their specific procedures, and communicate schedules or delays effectively.
• Monitor delivery progress, address issues proactively, and ensure accurate delivery documentation.
• Process collections, ensuring collection notes are issued and outstanding collections are reported/actioned.
• Maintain the Logistics sheet to record live fleet, agency work, courier work, and fuel ordering.

Administrative Duties:

• Managing daily communications via phone, email and in-person.
• Complete daily handover reports for management and subsequent shifts.
• Manage driver uniforms, equipment, and PPE, ensuring correct provision and use. Including tracking of allocation.
• Handle correspondence, emails, telephone inquiries, and maintain organized filing systems (physical and electronic). Set up and maintain administrative processes and systems.
• Develop and maintain a robust agency driver process, including liaising with preferred suppliers, centralising for all sites, cost control, and collaborating with People Team for improvements.
• Order and manage stationery, office supplies, bunker fuel, and AdBlue, checking prices before ordering.
• Manage payable tolls and charges (e.g., Dartford Crossing, Congestion Charges), updating fleet as needed.
• Ensure WTD records are up to date and produce weekly reports highlighting any non-compliance.
• Verify RunitCool invoices against planned work before passing for approval.
• Maintain records of deliveries, mileage, fuel consumption, health and safety training, and incidents.
• Prepare KPI reports for management and ensure data integrity/confidentiality.

Customer Service & Support:

• Handle customer queries and complaints professionally, ensuring prompt resolution.
• Collaborate with relevant internal and external departments.
• Assist with regulatory audits and inspections.
• Support other administrative tasks as required.

Qualifications

Essential:

• Previous experience in a transport or logistics administration role.
• Strong organisational and multitasking skills, with attention to detail.
• Excellent communication skills for interacting with drivers, customers, and management.
• Proficiency in IT systems.
• Knowledge of transport legislation, including drivers’ hours, WTD, and vehicle regulations.
• Highly organised, proactive and confident and the ability to work under pressure in a fast-paced environment.
• Flexibility to occasionally cover weekends and team holidays.

Desirable:

• Previous experience of transport management software (e.g. Lightfoot, Samsara, Optimo Routing).
• Familiarity with tachograph analysis and compliance requirements.
• Experience in customer service within the hospitality or logistics sector.

We are committed to diversity and inclusivity.