Transport Administrator

Kinaxia Logistics Limited; Alfreton CP; On-site; GBP 21,000 - 29,000; Full time

Job summary

Kinaxia Logistics Limited is seeking a proactive Transport Administrator to oversee daily fleet tracking, driver debriefs, and customer updates. You will monitor vehicle movements with Samsara, ensure real-time visibility, and support drivers and customers in a fast-paced environment.

The role requires strong communication, organisational skills and attention to detail, with experience in transport/logistics and ability to operate a Transport Management System.

Qualifications

• Experience in transport, logistics or fleet support.
• Strong IT skills and ability to learn TMS.
• Excellent communication and customer service.

Responsibilities

• Monitor vehicle movements and driver activity using Samsara.
• Track deliveries in real time and identify delays or issues.
• Escalate service issues to stakeholders.
• Maintain up-to-date records of fleet status.
• Conduct live debriefs with drivers using Qargo.
• Review delivery information and PODs.
• Investigate discrepancies or damages.
• Provide timely delivery updates to customers.
• Document delivery outcomes in systems.
• Monitor drivers' hours and regulatory compliance.
• Maintain operational records and reporting.
• Support transport planning and teams.

Skills

Fleet tracking

Driver communications

Customer service

Administration

Time management

Tools

Samsara

Qargo

Transport Management System

Job description

We are seeking a proactive and detail-oriented Transport Administrator to manage the daily tracking and monitoring of vehicles and drivers using the Samsara telematics system. The successful candidate will be responsible for ensuring real-time visibility of fleet movements, conducting live driver debriefs through the Qargo system, and providing timely delivery updates to customers.

This role requires excellent communication skills, strong organisational abilities, and the confidence to work with drivers and customers in a fast-paced transport environment.

Key Responsibilities

Fleet Tracking & Monitoring

• Monitor all vehicle movements and driver activity using the Samsara platform.
• Track deliveries in real time and identify any delays, route deviations, or operational issues.
• Ensure all vehicles are operating efficiently and in line with planned schedules.
• Escalate service issues, delays, accidents, or breakdowns to the relevant stakeholders.

Driver Debriefing

• Conduct live debriefs with drivers using the Qargo Transport Management System.
• Review completed delivery information and supporting documentation.
• Verify proof of delivery (POD) accuracy and completeness.
• Investigate and resolve any delivery discrepancies, refusals, shortages, or damages reported by drivers.

Customer Communication

• Provide customers with prompt updates regarding delivery status.
• Confirm successful deliveries and communicate any refused deliveries or exceptions.
• Maintain professional communication with customers via email and telephone.
• Ensure all delivery outcomes are accurately recorded within internal systems.

Compliance & Administration

• Monitor driver working hours and support compliance with UK Drivers' Hours and Working Time Regulations.
• Maintain accurate operational records and reporting.
• Support transport planning and operational teams as required.
• Ensure all documentation is completed accurately and in a timely manner.

Skills & Experience

• Previous experience within transport, logistics, fleet, or operational support.
• Strong IT skills with the ability to learn and use transport management systems.
• Excellent communication and customer service skills.
• Ability to manage multiple priorities in a fast-paced environment.
• High attention to detail and problem-solving capability.
• Strong organisational and administrative skills.

Desirable

• Experience using Samsara, Qargo, or similar fleet management and transport systems.
• Knowledge of UK road networks and geography.
• Understanding of transport operations and delivery processes.
• Familiarity with driver compliance, Drivers' Hours Regulations, and Working Time Directive requirements.

Personal Attributes

• Proactive and self-motivated.
• Calm under pressure and able to make decisions quickly.
• Professional and confident communicator.
• Team player with a positive attitude.
• Customer-focused with a commitment to service excellence.