Transport Administrator in Luton, Bedfordshire

Every order is an opportunity to build customer trust, protect margins and drive repeat business. Making sure products arrive safely, on time and with the right documentation is essential to that success.

Our client looking for a proactive, organised and commercially minded Transport Administrator to manage the movement of food, drink and grocery products from warehouse to customer across both domestic and international markets.

Working within a close-knit wholesale and export trading team, you will take ownership of the day-to-day transport operation, from booking and coordinating shipments through to delivery confirmation and resolving any issues along the way.

This is a hands-on role where attention to detail, effective communication and sound commercial judgement make a real difference. You will play an important part in controlling freight costs, maintaining service standards and ensuring customers receive the products they expect, when they expect them.

• Transport Planning & Coordination: Arrange, book and monitor outbound shipments, ensuring deliveries meet agreed schedules and customer requirements.
• Freight Cost Management: Compare carrier rates, service options and transport methods to secure cost-effective solutions without compromising delivery performance.
• Export & Transport Documentation: Prepare and manage accurate shipping paperwork, commercial documents, carrier instructions and relevant temperature or product-condition records.
• Warehouse & Customer Coordination: Work closely with warehouse, sales teams and transport providers to align picking, loading and dispatch schedules and provide accurate delivery updates.
• Shipment Tracking & Issue Resolution: Proactively monitor deliveries, identify potential delays and resolve transport issues before they escalate.
• Claims & Incident Management: Record and investigate shortages, damages and delivery discrepancies, liaising with carriers and customers to achieve timely, documented resolutions.
• Performance Reporting: Maintain accurate transport records and provide weekly updates on delivery performance, freight expenditure and outstanding shipment exceptions.

You will join a compact, commercially focused wholesale and export business, working closely with colleagues across operations, sales and warehousing.

Reporting to the Operations Lead, you will have responsibility for the day-to-day running of the transport administration function, with access to established carrier relationships, an agreed freight budget and the systems needed to manage shipments effectively.

The business operates with a practical, hands-on approach rather than a large logistics structure. This means you will have genuine ownership, visibility of operational decisions and the opportunity to influence how transport is managed as the business grows.

You will work with:

• Order management and warehouse systems.
• Carrier booking and tracking portals.
• Shared shipment trackers and reporting tools.
• Established domestic and international freight providers.

We are looking for someone who can demonstrate:

• Previous experience in transport administration, logistics coordination or freight operations, ideally within food, grocery, FMCG or other time-sensitive product sectors.
• Practical experience booking, tracking and managing shipments, including obtaining and maintaining proof of delivery.
• A good understanding of export documentation and international shipping requirements.
• Experience preparing carrier instructions and coordinating cross-border deliveries.
• Commercial awareness, with the ability to compare freight costs and service levels to identify the best transport solution.
• Strong organisational skills and the ability to manage multiple shipments and competing priorities.
• Excellent written and verbal communication skills, particularly when coordinating with warehouse teams, suppliers, carriers and customers.
• Good working knowledge of spreadsheets and transport or order management systems, with the ability to maintain accurate records and produce reports.
• A proactive approach to problem-solving, with the confidence to take ownership of issues and see them through to resolution.

Proactive Global is committed to equality in the workplace and is an equal opportunity employer.
Proactive Global is acting as an Employment Business in relation to this vacancy.