Administrative Specialist

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Job Req Number: 67580
Time Type: Full Time

**Role details**:
**Role**

Administrative Specialist (DSV Solutions)

**Business Unit code, name and location**

DSV Gateway, Peterborough

**Date**

21/04/2021

**Role profile**:
**Working context**:
To provide a customer focused administration service on selected account(s). Working directly with client’s customer service team and DSV management to achieve delivery targets on orders as per customer requirements. Using DSV tools to source and utilise best rates for suppliers and capture all costs associated with achieving contractual Service Level Agreements (SLA). Updating KPIs’ to monitor service performance at contractual level.

**Primary purpose of the role**:
Reporting to the Supervisor the Administrative Specialist has day to day responsibility for the running of the contract administrative duties in a customer service capacity. The Admin specialist must ensure that the customer’s operational requirements are met at order level to ensure deliveries are delivered on time in full and compliant with delivery requirements including any VAS and delivery restrictions.

The Administrative Specialist will be the first line support for the customer and DSV to ensure that all issues are proactively handled to reduce liability for DSV and eliminate service fails.

The Administrative Specialist is a committed player within the site administration team supporting colleagues within all departments in providing an enhanced service to customers whilst maintaining and promoting DSV best practices.

**Key accountability areas**:

- The above list of accountabilities is not exclusive or exhaustive and is not intended as a list of individual tasks. The role holder will be required to undertake such tasks as may reasonably be expected commensurate with the scope and grading of the role. Role profiles should be regularly reviewed to ensure they are an accurate representation of the role._

**General responsibilities**
- Understand and comply with all relevant Company rules, agreements, policies, procedures and with all relevant legislative requirements and codes of practice.
- Ensure Company business is treated in the strictest confidence and not disclosed to persons outside the Company.
- Act in a professional manner, ensure good working relationships are maintained and promote a good image of the Company at all times
- Maintain and comply with all Health, Safety and Environmental standards and to appreciate the responsibility you have to adhere to the respective procedures.
- Be aware that the Company operates a Quality Assurance system ISO 9001:2008 and adhere to the respective procedures.
- Ensure a good standard of housekeeping through observance of relevant Company policies and ensure that work areas are secure and locked when unoccupied.
- Where appropriate challenge and determine reasons for presence on site of any unauthorised person.
- Attend any development training as required in compliance with the Company’s commitment to the Investors in People standard.

1

To ensure all orders are processed according to customer/order specifications within the framework of CargoWrite & CargoLink. Updating SharePoint, WMS and PRS tracker. Check paperwork on return to office and file accordingly.

2

Book all inbounds as per DSV site procedures ensuring all documentation and information is available. Creating inbound paperwork required by warehouse including Batch header and inbound control sheet. Updating weekly stock statement to allow production of inbound controls.

3

Ensure Transport consignments are arranged as per customer requirements, via Cargolink as per DSV procedures to allow the transport department to arrange haulage. Follow through delivery success/failures to capture POD record to supply to customer.

4

Maintain accurate and up to date KPI figures for DSV including office data, key accounts and Retail / Wholesale.

5

Maintain returns records and process as per contractual agreements. Liaise with the Key Account Supervisor to take action where SLA’s are not being met.

6

7

Produce VAS files including labels, templates and DSV recording documents for the Warehouse VAS team. Priority management of the VAS according to bookings. Provide warehouse operations team with knowledge and support to ensure all delivery standards are met.

8

Promoting the good name of DSV Solutions (and its associated companies within the DSV Group) by adopting a professional approach at all times.

**Organisation Structure**:
**Manager(s) job title**:
**Supervisor (DSV Solutions)**:
**Job title(s) of direct colleagues**:
**Administrative Specialist’s**:
**Key working relationships**:
Customer Relationship - accountability to perform on or above our customer expectations, working together wit