Transport Co-ordinator / Administrator

Total Staff Services
13 Jun 2018
10 Jul 2018
Contract Type
Full Time
Job Description


  • Open contract;
  • 6 months' probation;
  • Salaried post;
  • Salary: £20,400 (gross; p.a.);
  • Hours: 40/week (minimum);
  • Mondays to Fridays (and few hrs on Saturdays in the morning);
  • Start time: 7.30am;
  • Lunch: 30 min (paid);
  • Holidays: 33 days (p.a.; pro-rata).


Equipment control including:

  • Assisting with physical and electronic quarterly audits for 16 different type of equipment

  • Daily movement record of all in order to be able to control them

  • Daily KPI control & hire and de-hire

  • Planning ahead of equipment orders

  • Supplying forecast of required future quantities every fortnight

  • Booking of transport of each equipment collection and return.

Sales order processing using Microsoft excel, including:

  • Daily record of orders into our sales files, which assures we invoice what we sold and that the fact we get paid for it

  • Processing of orders, calculating transport spaces and booking transport to their final destination

  • Agreeing and finding new transport companies when no management available and we are taking on new customer or circumstances change

  • Creating pallet labels, plans, picksheets and delivery notes

  • Updating existing sales files with new products , any amendments

  • Creating new sales files if needed when taking on new customer

  • Leasing with accounts department with any sales / invoice related issues in writing

  • Keeping all delivery notes stored and filed for audit and shortage purposes

  • Dealing with several shortages daily and requesting paperwork from hauliers if needed and distributing it to the marketing companies

  • Building new or improving formulas into our excel sales file promptly on the dot on demand
  • Correspondence and reporting: Creating and distributing weekly reports to third parties. There are several different ones, for different purposes.

  • Dealing with unexpected issues of the transport department promptly efficiently using strong problem solving skills, which requires being flexible with your time and being able to prioritise between tasks.

  • Dealing with transport companies about prices & invoicing issues, being able to talk with third parties in a stressed situation.

  • Invoice checking:

Checking our CHEP pallet invoice monthly and requesting corrections and reimbursements when mistakes found.(N.B. That requires keeping a record of each incoming chep pallet to our company daily).

Absence cover: being able to work alone, running the office when issues require management to work outside our office.

Generating and supplying templates, forms for general processes: to create and supply forms for picking area and keep them topped up so they can use them while they work, such as Pallet content records, In-take forms for the yard, Daily order sheets, etc.


  • To be able to create new forms when needed for any reasons.

  • Record keeping of daily temperature records.

  • Record keeping of cleaning records.

  • Assisting with traceability checks of QC department, providing delivery notes etc.

  • Distributing strawberry orders to all departments of the company and any changes that may occur in relation with them.

  • Keeping and filing all the imported delivery notes.


  • good level of spoken and written English;
  • good level of math;
  • attention to detail;
  • competent in Word and Excel;
  • ability to work individually and as a part of a team;
  • FLT licence would be advantageous;
  • CHEP pallets reconciliation knowledge would be advantageous

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