Transport Administrator

Job role

To provide the main administrative support for the Transport Department, with a particular focus on local fleet compliance. The role is responsible for keeping accurate, up-to-date records of vehicle inspections, maintenance, defects and related compliance activity, and for making sure upcoming or overdue actions are followed up and escalated promptly.

The postholder will also support the day-to-day running of the department, help maintain good communication with customers and colleagues, and provide administrative support to the Transport Manager and supervisors.

Accountabilities

Accountabilities may include, but are not limited to:

Local fleet compliance

• Maintain the depot’s fleet compliance planner and records, including scheduled inspections, servicing, MOTs, annual tests and other required vehicle checks.

• Monitor upcoming due dates, arrange bookings with the relevant teams or suppliers, and follow up to confirm that work has been completed and recorded.

• Keep accurate and accessible records of inspection reports, maintenance, repairs, vehicle defects and other supporting evidence.

• Record and monitor reported vehicle defects using the appropriate systems. Follow up outstanding repairs and escalate safety-critical defects or delays to the Transport Manager immediately.

• Follow the depot’s process for vehicles that may be unsafe or unroadworthy, ensuring concerns are passed to the responsible manager without delay.

• Maintain oversight of any other fleet checks or equipment inspections assigned to the role, such as tail lifts or vehicle-mounted equipment.

• Produce regular updates showing upcoming checks, outstanding work, overdue actions and any compliance concerns.

• Support local fleet compliance audits by preparing records, identifying missing information and tracking actions through to completion.

• Liaise with drivers, workshop staff, suppliers and managers to obtain information and resolve routine administrative issues.

Transport administration and service

• Carry out administrative and reporting duties that help the depot meet its legislative and corporate governance responsibilities.

• Handle calls and emails professionally, resolving routine queries within agreed parameters and escalating matters to the Transport Manager where needed.

• Enter and maintain accurate information in the appropriate electronic systems.

• Store physical and electronic records so they can be located efficiently.

• Liaise with other departments to support effective communication and achievement of depot targets.

• Collate and report data from transport systems and tools, including Microlise where required.

• Support transport supervisors and managers with tasks needed for the effective running of the department.

• Maintain awareness of the current list of TLC customers and support the team in managing them effectively through the delivery and order process.

• Complete customer administration as directed, including the Welcome Pack process, to provide the agreed level of care.

Measures and key performance indicators

Performance will be measured against the accountabilities above and may include:

• Fleet compliance records are accurate, complete and readily available.

• All scheduled checks and maintenance due dates are recorded and reviewed, with bookings or other actions raised in good time.

• Outstanding and overdue fleet actions are followed up, recorded and escalated promptly.

• Vehicle defects are recorded and monitored, with safety-critical concerns escalated immediately in line with depot processes.

• Compliance updates and reports are completed accurately and to the agreed schedule.

• Audit information is provided promptly, and actions assigned to the role are tracked through to completion.

• Transport service level agreements and agreed administrative processes are met.

• Customers and colleagues receive professional, timely responses.

Challenges and decision making

• Prioritising fleet compliance administration where several inspections, repairs or deadlines need attention at the same time.

• Following up with drivers, workshop staff, suppliers and managers to obtain information or progress outstanding actions.

• Resolving routine administrative and customer issues within agreed parameters, and escalating issues that fall outside them.

• Recognising when a fleet issue may affect vehicle safety or compliance and raising it promptly with the responsible manager. The postholder is not expected to make independent decisions about vehicle roadworthiness.

Jobholder requirements

The postholder will need to demonstrate:

• Strong organisational skills and the ability to manage deadlines and follow up actions.

• High attention to detail, particularly when recording vehicle, inspection and maintenance information.

• Good communication skills by telephone and email.

• Confidence using IT systems, including Outlook, Word and Excel.

• The ability to learn and use fleet and transport systems.

• An understanding of fleet compliance administration, or the ability and willingness to develop this knowledge.

• An understanding of transport operations and, ideally, the food distribution environment.

• Commercial awareness and good judgement when prioritising work.

• Strong interpersonal skills and the confidence to chase information and raise concerns.

• A conscientious approach and the ability to remain effective under pressure.

Behaviour requirements

Care – Take pride in what you do, no matter what you do

• Care about our customers and colleagues.

• Take ownership and follow issues through to a clear outcome.

• Take pride in accurate records and the detail of the work.

• Look for practical solutions when problems arise.

Share – Work together to make great things happen

• Keep colleagues and customers informed.

• Involve the right people at the right time.

• Work across teams to resolve issues and support shared goals.

• Share accurate information so others can make informed decisions.

Dare – Take brave steps to achieve extraordinary results

• Raise compliance concerns promptly and confidently.

• Challenge missing or incomplete information where it matters.

• Look for better ways to organise and track fleet compliance activity.

• Take a proactive approach to following up actions and preventing avoidable issues.

Our journey began back in 1929. Since then, we’ve continued to build a strong and resilient business with a great future. It's why we believe we’re the best foodservice provider in the country.

 

 

We want your career with us to be as rewarding as possible. So, you’ll get lots in return for your hard work. That includes benefits that can support your wellbeing and financial security, and give you peace of mind.

 

 

We’re on a journey towards creating the best possible workplace. We’ve got some way to go, but we’re building a diverse and caring workforce. One that’s filled with forward-thinking people who each bring unique talents and skills. So whatever your life experience, we want you to join us - and you really can come as you are!