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Transport Admin Assistant

2 months ago

Bristol, United Kingdom Pontoon Remote Work Freelance Full time

Transport Admin Assistant

12 Month Contract

Bristol (50% office, 50% remote)

£18.72 per hour PAYE

Job Introduction

The duties and responsibilities involve a variety of administrative tasks that enable the provision of an efficient transport administration service. This ensures that we comply with all legal requirements in respect of our vehicle fleet. The duties may include and are not limited to:

Main Responsibilities
  • Making applications to authorised testing facilities for HGV MOT appointments, notifying Workshops of appointment dates and updating the Transport database as necessary.
  • Keeping accurate DVSA vehicle testing certificates.
  • Administration and integration of new vehicles; setting up vehicle records on the Transport Database and ensuring they are on the servicing programme.
  • Assisting in the scheduling, ordering and raising of purchase order numbers in relation to new vehicles.
  • Maintaining up to date records of the allocation, transfer or disposal of vehicles.
  • Preparing and submitting auction forms for surplus vehicles, checking auction proceeds and updating the Transport Database.
  • Liaise with external contractors for the administration of the LOLER inspection program for Cranes, Platforms and lifting equipment. Record inspection results and keep accurate certificates.
  • Maintaining the administration records that control the fuel card renewal system.
  • Ordering and issuing of fuel cards ensuring they are allocated to the correct Managed Units.
  • Informing the DVSA of any changes to the operating details of vehicles subject to the Operator's Licence.
  • Providing standard reports relating to the Fleet and Lease Purchase vehicles.
  • Administration of the Company Car Schemes, accident reporting & repair process and the Driver Behaviour System and installation program
  • Carry out audits for vehicle jobs input by workshops to ensure correct labour and parts are allocated appropriately.
  • Process purchase orders & PPE requested and generated from the Workshops. Receipting of invoices and resolving invoice queries as appropriate.
  • Ordering of long term hire vehicles.
  • General administration duties i.e. filing of vehicle maintenance documents and test certificates, handling and processing incoming mail items and updating the Transport Database with accuracy.
Candidate Requirements

You should have a good range of computer skills as you will be required to update computer records and run ad-hoc and standard reports; good numeracy and literacy skills are essential as are basic interpersonal and communication skills to enable you to liaise effectively in writing and verbally both internally and externally. You will need to be organised and be able to prioritise activities. In addition, a good knowledge of Transport procedures and policies would be an advantage.

Note - if you do not hear back within 48 hours of applying, please assume you have been unsuccessful on this occasion, however, we will have your CV and contact details on files should something more suitable arise.