Job Purpose
The Administrator will support the Transport Manager and Admin Team Leader in maintaining the financial and compliance efficiency for the Transport and Recycling department.
Key Responsibilities
- Financial Administration (AX)
- Procure-to-Pay: Raising Purchase Orders (POs) on AX.
- Supplier Liaison: Resolve any pricing or delivery discrepancies directly with suppliers to maintain smooth operations.
- Business Intelligence: Monitor purchase orders and financial trends through Power BI.
Fleet Compliance & Maintenance Tracking
- Maintain digital – Asset Go and wall-based Fleet Maintenance Planners for MOT, LOLER, and inspections.
- Coordinate upcoming inspections with operations management (e.g., Transport Manager) to prevent compliance gaps.
- Log vehicle inspection paperwork, file retorque records, and track defect files per strict procedures.
- Administrate vehicle files including plating certificates, tax records, and durable Duty of Care cab documents.
- Driver Compliance & HR Administration
- Print and file daily automated RHA reports, debriefs, and weekly driver hours for signature verification.
- Manage the driver license folder, performing quarterly digital checks, CPC, eyesight, and driver declarations.
- Track driver holiday requests, sickness, and absences; submit weekly and monthly absence returns to head office.
- Collate, verify, and submit drivers' timesheets and overtime details to head office monthly.
- Maintain secure personnel files detailing training, return-to-work forms, and disciplinary actions.
Contractor Control
- Contractor Compliance: Meticulously administrate and control the contractor paperwork, including RAMS, insurance, and certifications, ensuring only compliant contractors operate on-site.
Procurement, Finance & Depot Support
- Place driver supply orders with Lyreco and PPE/uniform orders with SMI.
- Monitor fuel and AdBlue usage monthly, retrieve Shell invoices, and calculate Awarely metrics.
HData Management & Month-End Reporting
- Checking weighbridge ticket information into the H-Data system accurately and timely using Whitespace and Gladis Weighbridge.
- HData inputting ensuring accurate data is correctly input.
- Track paper banks, mixed glass exchanges, and set downloads to ensure precise data matching.
Compliance & Audit Readiness
- IMS Standards: Administrate and maintain site documentation to the standards required by the Integrated Management System (IMS), ensuring full compliance with company policy.
- Audit Readiness: Maintain impeccable site records for plant and all site documentation ensuring the site is always ready for internal FCC IMS audit and external BSI audits.
- Safety & Compliance (Eco Online & IMS)
- Incident Reporting: Use Eco Online to accurately report all near misses, accidents, incidents, and environmental near misses.
- Audit Readiness: Maintain all site documentation to Integrated Management System (IMS) standards, ensuring the site is prepared for regular BSI audits.
- Contractor Control: Ensure all contractors have valid insurance, RAMS, and safety certifications on file before commencing work.
Administration Department
- In the absence of any other Admin Team Members, to carry out any other duties which may be reasonably required
Monday - Friday 930am – 230pm, flexible hours
Expected hours 20 - 25 per week
Pay: £14.26 per hour
Work Location: In person
