Transport Administrator

Transport Administrator

Location: Southampton
Salary: £12.71 per hour
Employment Type: Temp to Perm
Working Pattern: Rotational shift pattern

Working Hours

This is a rotational role, with working days changing on a weekly basis to support the operational requirements, for example:

Monday to Friday
Tuesday to Saturday
Wednesday to Sunday
Thursday to Monday etc

Flexibility to work weekends and varying shift patterns is therefore essential.

Role Overview

We are seeking an experienced Transport Administrator to join a busy transport operation in Southampton.

The successful candidate will play a key role in supporting the smooth and efficient running of the daily transport operation. You will work closely with drivers, delivery crews, warehouse personnel, transport management and route scheduling teams, helping to ensure that deliveries are completed safely, efficiently and to customer requirements.

The role is fast-paced and requires someone who can remain calm under pressure, communicate confidently with drivers and colleagues, and respond quickly to changing operational requirements.

A key part of the role will be maintaining regular contact with delivery crews throughout their shifts, providing support when issues arise and ensuring that all relevant information, paperwork, systems and operational records are kept accurate and up to date.

Key Responsibilities

Transport Administration & Communication

Complete accurate data entry and maintain transport systems and records.

Process paperwork and documentation accurately and in a timely manner.

Manage email communications throughout the shift.

Maintain regular communication with drivers and delivery crews during each shift.

Act as a key point of contact for drivers while they are out on the road.

Support drivers with issues such as finding delivery locations, parking difficulties, failed or delayed deliveries and other route-related problems.

Communicate customer, vehicle and delivery incidents to the Transport Management team.

Maintain regular contact with the wider Transport Management and Route Scheduling teams.

Follow customer-specific procedures and ensure service requirements are met.

Daily Transport Operations

Support the dispatch of drivers and delivery crews.

Assist with the effective planning and coordination of daily routes.

Monitor the progress of delivery crews throughout the shift.

Support delivery crews to assist with the successful completion of deliveries.

Assist with last-minute rota changes, including sickness cover and route reallocation.

Assist with sourcing replacement drivers when required.

Respond proactively to changing operational priorities.

Escalate operational issues to the appropriate supervisor or Transport Management team.

Debriefing, Stock & Vehicle Checks

Support the efficient daily debrief of delivery crews, vehicles and stock in line with company and customer requirements.

Count and check products against manifests.

Complete visual checks for damaged products.

Report any excesses, shortages or damage to the appropriate supervisor promptly.

Ensure loads are secured effectively, are within applicable weight limits and are presented appropriately.

Complete routine interior and exterior vehicle checks in accordance with company procedures.

Ensure the secure return of communication devices and other equipment used by delivery crews.

Health, Safety & Compliance

Maintain a safe working environment and immediately escalate Health & Safety concerns.

Work in accordance with company policies, procedures and relevant legislation.

Follow all applicable working time requirements.

Ensure all work is carried out safely and responsibly.

Follow customer-specific Health & Safety and operational procedures.

Comply with all local legislative requirements and company policies.

Skills & Experience Required

The ideal candidate will have:

Previous experience in a transport, logistics or distribution administration role.

Strong communication skills and the confidence to communicate with drivers, warehouse teams and management.

Excellent attention to detail and good numerical skills.

The ability to accurately count stock and perform basic mathematical calculations.

Strong IT and administrative skills, with the ability to operate relevant IT systems.

The ability to read, understand and follow directions, instructions and work procedures.

A calm, organised and resilient approach to working in a high-pressure environment.

The ability to deal patiently and professionally with drivers and colleagues who may be stressed or frustrated.A proactive, solutions-focused approach to problem solving.

The ability to adapt quickly to changing priorities.

The ability to work effectively as part of a team.

Knowledge of the local geographical area.

Experience with Kronos would be desirable.

A valid driver's licence would be desirable.

Personal Qualities

This role would suit someone who:

Thrives in a busy transport environment.

Can manage constant communication throughout their shift.

Is confident making decisions and solving problems under pressure.

Has excellent organisational skills and attention to detail.

Is patient, resilient and professional when dealing with challenging situations.

Can work independently while also contributing effectively to a wider transport team.

Is flexible and comfortable working a rotating shift pattern, including weekends.

Can work effectively within a rapidly changing environment.

The successful candidate must be able to work safely and in accordance with Health & Safety requirements.

Key Working Relationships

The Transport Administrator will work closely with:

Transport Management Team – providing updates on operational progress, incidents and requirements.

Drivers & Delivery Crews – providing support throughout their shifts and assisting with delivery-related issues.

Warehouse Team – coordinating operational requirements and resolving issues.

Supervisor – receiving direction and support regarding work assignments and operational priorities.

Route Scheduling Team – supporting effective route planning and changes.

Health & Safety Team – escalating and addressing relevant Health & Safety matters.

What We Offer

£12.71 per hour

Temp to perm opportunity

Rotational working pattern

Opportunity to work within a well-established transport and distribution operation

Supportive recruitment team

Opportunity to develop your experience within transport and logistics

The Ideal Candidate

We are looking for someone who is reliable, organised, resilient and proactive, with the ability to keep a busy transport operation running smoothly.

If you have previous transport or logistics administration experience, are confident dealing with drivers and can remain calm when faced with last-minute changes and operational challenges, we would like to hear from you.