Transport Administrator in Diss

Location: Redgrave, Diss

Hours: 25 hours per week

Pay rate: £12.71 per hour

Working Days: Monday to Friday

Reports to: Transport Manager / Assistant Transport Manager

Job Purpose

We are looking for a Transport Administrator to provide efficient and accurate administrative support to the Transport and Operations team.

The successful candidate will be responsible for maintaining paperwork, invoices, timesheets, fuel records and general office administration, ensuring that records are accurate and completed within the required timescales.

You will play an important role in supporting the smooth day-to-day running of the Transport office by maintaining accurate records, supporting colleagues and dealing with a range of routine administrative tasks.

Key Responsibilities

General Office Administration

• Carry out day-to-day administrative duties to support the Transport and Operations teams.
• File and maintain paperwork and electronic records in an organised and accessible manner.
• Ensure documents are completed correctly and stored appropriately.
• Maintain spreadsheets, databases and administrative records.
• Answer telephone calls and deal with general enquiries professionally.
• Monitor and respond to emails and distribute information to the relevant departments.
• Photocopy, scan and process documents as required.
• Order general office supplies when required.
• Assist with any other reasonable office administration duties.

Invoicing & Financial Administration

• Prepare and process customer and supplier invoices.
• Check invoices for accuracy against relevant paperwork and records.
• Record invoices and supporting documentation accurately.
• Assist with resolving invoice queries and discrepancies.
• Maintain records of completed work, deliveries and other information required for invoicing.
• Liaise with suppliers and internal departments regarding invoice queries.
• Ensure invoices and associated paperwork are filed correctly.

Employee Times & Clocking

• Maintain accurate employee clocking and attendance records.
• Monitor daily clocking information and identify missing or incorrect entries.
• Record employee working hours, overtime, holidays and other relevant information.
• Assist with timesheet administration and ensure records are submitted within required deadlines.
• Liaise with employees and managers to resolve discrepancies.
• Maintain confidentiality when dealing with employee information.

Fuel Card Administration

• Monitor company fuel card usage across the fleet.
• Check fuel transactions against vehicle registrations, mileage and driver records.
• Identify unusual, excessive or incorrect fuel transactions and report these to the Transport Manager.
• Maintain accurate fuel usage records and spreadsheets.
• Assist with monitoring fuel costs and consumption.
• Ensure fuel card records are kept up to date.
• Liaise with fuel card providers regarding queries or issues.

Transport Administration

• Assist the Transport Team with general administrative requirements.
• Maintain vehicle and trailer records where required.
• File delivery paperwork, fuel records, driver paperwork and other transport documentation.
• Assist with maintaining mileage and vehicle records.
• Support the Transport Manager and Assistant Transport Manager with reports and spreadsheets.
• Help ensure required transport paperwork is completed and returned.
• Assist with the preparation of information for meetings, audits and management reports.

Records & Data Management

• Ensure all information entered into spreadsheets and systems is accurate.
• Maintain electronic and paper filing systems.
• Keep records up to date and ensure documents can be easily located when required.
• Assist with producing reports and analysing basic administrative information.
• Highlight missing information, discrepancies or potential issues to the appropriate manager.

Key Skills & Experience

Essential

• Previous office administration experience.
• Good organisational and time-management skills.
• Strong attention to detail and accuracy.
• Good written and verbal communication skills.
• Good working knowledge of Microsoft Office, particularly Excel and Outlook.
• Ability to work independently and as part of a team.
• Ability to prioritise tasks and meet deadlines.
• Good numerical and administrative skills.
• A professional and helpful approach when dealing with colleagues, suppliers and customers.
• Own transport is essential due to the location of the role.

Desirable

• Previous experience within a transport, logistics or operational environment.
• Experience with invoicing and financial administration.
• Experience maintaining employee timesheets or attendance records.
• Experience with fuel card administration.
• Knowledge of transport documentation and vehicle records.

What We Offer

• Reduced-cost staff shop.
• Opportunities to further train and develop, with opportunities for career progression.
• Private counselling support services.
• Auto-enrolment pension available.
• Staff and family events.
• Monthly Employee Draw.
• Freebie Fridays.
• Long Service Awards.