Business Services Administrator
6 months ago
Business Services Administrator
Based at: Viking House, Northolt, UB5 5QS
Reports to: Business Services Manager
Hours: Monday - Friday 4 hours per day with possibility of increasing.
- Transport aspects of the role:_
- Essential for maintaining our Operator’s Licence_
- Producing working time directive reports.
- Driver infringement reports and investigations.
- Missing mileage reports and investigations.
- Vehicle Defeat reporting and related paperwork.
- Entering invoices onto the Fleet Check system.
- Ensure that our vehicles are road taxed and MOT compliant by keeping a log of expiry dates.
- Assisting Drivers with Weighbridge locations and register information and drivers’ signatures.
- Monitoring check (i.e. load straps).
- Making sure any traffic collision paperwork is recorded on Fleet Check with full details and follow through to conclusion of the claim.
- Keep PCN paperwork up to date in the file and on fleet check and ensuring payment is made.
- Track various to ensure compliance..
- Download driver Tacho cards weekly and chase warehouse managers to download the trucks once a month.
- Tacho Infringement memo’s produced and distributed, ensuring they are signed by the driver and scanned onto the system when received back.
- Harsh Driving
- Check there are no severe markers and save the reports for the 3 locations.
- Check speeding report for severe/ moderate markers and save the reports.
- Forklift inspection
- record hours on Fleet Check and file.
- Van Drivers Hours Records
- study the records and amend to reflect tracker recordings, chase anomalies, and save the vehicle files along with driver’s records.
- Monitoring Fleet Check
- looking for current alerts and following them up with the employee in question and recording the outcome of eyesight and Medical checks.
- Keep track of all defect paperwork and match it up with an invoice to confirm it has been completed.
- Other Admin aspects of the role:_
- Invoicing.
- Scanning.
- Update Datafile discounts.
- Send out the monthly packaging materials checker, and collating replies.
- Matching up the Diesel receipts with the invoices.
- Checking off DHL and Palletways invoices to make sure customers have been charged on Datafile.
- Ordering of stationary/supplies for all branches, creating purchase order, send out supplies via our warehouse.
- Keep the Todd Company internal phone list up to date.
- Keep list of First Aiders up to date.
- Track key dates for tests and inspections i.e. PAT and fixed electrical.
- Track end of contract dates and scan all contracts.
- Log stock adjustments.
- Track Plaut invoices, adding any PO’s delivered during the month onto the report and ensuring we have the correct prices to add to the tracker.
- Ensure H&S manuals are kept up to date at all branches.
- Helping with the weekly fire alarm test.
- General filing.
Essential experience:
Thorough attention to detail.
Resourceful in covering Manager’s absence efficiently.
Able to prioritise work tasks and meet deadlines.
Capable of planning ahead and with good organisational skills.
Flexible in times of need Especially at Month End to support Manager.
Familiar with systems and office 365 programmes. Training will be given on Datafile, our in-house system.
Approachable, reliable, able to work to own initiative/not afraid to ask
**Job Type**: Part-time
**Salary**: £13.50 per hour
Expected hours: 20 per week
**Benefits**:
- Additional leave
- Casual dress
- Company pension
- Cycle to work scheme
- Employee discount
- Enhanced maternity leave
- Enhanced paternity leave
- Free flu jabs
- Free parking
- Health & wellbeing programme
- On-site parking
- Referral programme
- Sick pay
- Store discount
Schedule:
- Monday to Friday
Supplemental pay types:
- Bonus scheme
**Education**:
- GCSE or equivalent (preferred)
**Experience**:
- Fleet Administration: 1 year (preferred)
- Administrative experience: 1 year (preferred)
**Language**:
- English (required)
Licence/Certification:
- Driving Licence (preferred)
Ability to Commute:
- Northolt, UB5 5QS (required)
Work Location: In person
Reference ID: Business Services Administrator
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