Job Type: Full Time, Permanent
Location: East Midlands Gateway
Working Pattern: Monday to Friday, 11:00 to 19:30 (8.5 hours inclusive of breaks)
Reports to: Transport Manager
Role Overview
This is an office-based transport operations role covering the afternoon and evening close of the operational day. The shift overlaps with the AM Coordinator from 11:00 to 16:30, then the postholder holds the transport office alone from 16:30 to 19:30.
The focus is records, systems and administration, keeping driver, vehicle and compliance records accurate and current, managing the shift close, and making sure nothing raised in the evening is outstanding the next morning. From 16:30 the postholder is the sole transport office contact on site. The role suits someone comfortable working independently and escalating clearly when needed.
This is an administrative and office-based position. Driving duties will only be required if explicitly requested by management.
Core Daily Responsibilities
Driver support and shift close
* Act as the point of contact for drivers from 11:00, resolving on-shift issues and escalating anything outside your authority
* Log defects raised by returning drivers, arrange immediate remedies with appropriate service providers, and escalate as required
* Ensure all drivers download their tachograph cards after shift and chase any that are missed
* Collect driver feedback on runs and pass on or escalate constructively
* Ensure the following day's log is complete with vehicle and driver information including DVS and ADR, and flag any gaps before finishing
* Confirm every driver has opened their running sheet and completed their defect check, chasing those who have not
* Leave a written handover for the AM Coordinator covering outstanding defects, absences and unresolved driver issues
Ad-Hoc Responsibilities
* Add holidays, sickness and absences to the holiday log, Tachomaster and the portal. Upload sick notes and completed Return to Work forms
* Keep driver files, Tachomaster records and licence checks up to date
* Maintain the training log
* Use the agency portal to book cover as directed and maintain the agency tracker for banned drivers and strikes
* Upload LOLER and MOT documents to the relevant vehicles folder as they arrive
* Log Microlise issues including tablet faults, run errors and system defects and escalate to the Coordinator
* Update mileage sheets
* Collate receipts and tyre paperwork ready for weekly processing
* Uniform ordering, stock checks and ordering
Weekly Schedule
Monday - Support PMI sheet uploads to the vehicles folder
Tuesday- Assist with missing miles queries in Tachomaster and chase drivers for missing data
Wednesday- Update mileage sheets
Thursday - Collate receipts and tyre paperwork for handover
Friday - Prepare the following week's log with vehicle and driver information up to date including DVS and ADR. Confirm training log and driver records are current. Confirm uniform and stock orders for the following week
Monthly Duties
* Update and reconcile mileage sheets against the fleet
* Audit driver records including files, Tachomaster entries and licence checks
* Review uniform and stock levels and raise the order list
Authorisations and Limits
No purchase order authority. All purchase requests go through the Coordinator or manager above £250. No agency cost approval authority. No holiday approval authority - log requests and pass to the Coordinator or manager for sign-off. Defects may be logged and reported at any time but a decision to take a vehicle off the road is escalated to the Coordinator or Transport Manager.
What We Are Looking For
Essential
* Previous experience in a transport, haulage or logistics office in a planning, administration or driver support capacity
* Working understanding of drivers hours, tachograph downloads and daily defect reporting
* Strong administration and record-keeping with the ability to keep multiple systems current simultaneously
* Confident communicating with drivers on the phone and face to face
* Competent with Microsoft Office and able to pick up new systems quickly including Tachomaster, Samsara, Microlise, Bright and operations portals
* Comfortable working independently from 16:30 and making clear escalation decisions
* Available to work 11:00 to 19:30 Monday to Friday
Desirable
* Hands-on experience of Tachomaster, Samsara, Microlise or Bright
* Experience booking and managing agency drivers
* HGV licence or working knowledge of HGV operations from a driving, planning or administration background
* Experience of PMI, LOLER or MOT documentation
This role is being managed by Pivt Group on behalf of our client. Pivt Group specialises in placing veterans and service leavers into civilian careers. We welcome applications from all candidates with the right skills and experience
Salary description
£28000.00 - £30000.00 per year