Transport coordinator/Admin

Y-Axis; Greater London; Remote; GBP 18,000 - 25,000; Full time

Job summary

Y-Axis is seeking a highly organised Transport and Operations administrative assistant to join our team. You will support day-to-day transport operations, coordinate vehicle movements, liaise with drivers and customers, and maintain accurate records.

The role requires accuracy, the ability to work under pressure, and good IT skills with Outlook, Word and Excel. Immediate start with a remote-friendly environment and options to work across our transport network.

Qualifications

• Previous administration experience.
• Strong organisational and time-management skills.
• Good communication skills, both written and verbal.
• Good attention to detail.
• Ability to work under pressure and meet deadlines.
• Good IT skills, particularly Microsoft Outlook, Word and Excel.
• Ability to prioritise competing tasks.
• Professional and confident telephone manner.
• Ability to work independently as well as part of a team.
• Previous experience within transport, logistics, waste management or a similar operational environment.
• Experience working with transport or planning systems.
• Experience dealing with drivers and customers.
• Knowledge of Skip, RORO or Trade Waste operations.
• Previous experience in a transport administration role.

Responsibilities

• Provide day-to-day administrative support to the Transport and Operations teams.
• Assist with the planning and coordination of vehicle movements, collections and deliveries.
• Liaise with drivers throughout the day regarding jobs, changes, delays and customer requirements.
• Monitor transport schedules and assist with reallocating work when required.
• Update transport systems with accurate job information.
• Ensure completed jobs are correctly recorded and paperwork is processed.
• Assist with PODs, delivery notes, collection records and other transport documentation.
• Maintain accurate records of completed and outstanding work.
• Assist the Transport Manager with daily transport reports and KPIs.
• Help identify and resolve issues that may affect the smooth running of the day's transport operation.
• Act as a point of contact for drivers regarding day-to-day operational queries.
• Communicate job instructions, changes and customer requirements to drivers.
• Assist drivers with queries regarding collections, deliveries and route changes.
• Monitor progress throughout the day and identify delays or missed jobs.
• Keep planners and management informed of operational issues.
• Assist with driver holiday and absence administration.
• Support effective communication between drivers, planners and the office.
• Support the planning team with Skip, RORO and Trade Waste operations.
• Assist with the allocation of work to the appropriate vehicles and drivers.
• Help ensure daily schedules are kept up to date.
• Monitor the progress of planned work throughout the day.
• Assist with changes to routes and schedules when operational requirements change.
• Communicate with the relevant teams when additional work or urgent collections are received.
• Help maximise vehicle utilisation and minimise unnecessary downtime.
• Assist with resolving operational problems quickly and efficiently.
• Communicate professionally with customers, drivers, planners and other departments.
• Deal with customer queries relating to collections and deliveries.
• Assist with resolving service issues and escalating problems where appropriate.
• Keep customers updated where there are delays or changes to scheduled services.
• Take messages and ensure customer requests are passed to the appropriate person.
• Build positive working relationships across the business.
• Maintain accurate electronic and paper records.
• Process delivery paperwork, timesheets and other transport-related documentation where required.
• Assist with data entry and reporting.
• Produce regular transport administration reports.
• Assist with invoicing queries and documentation where required.
• Maintain organised filing systems.
• Assist the wider Operations team with general administrative duties.
• Carry out any other reasonable duties requested by management.

Skills

Transportation & Logistics

Job description

Full Time

Start Date

Immediate

Expiry Date

08 Dec, 26

0.0

Posted On

09 Sep, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Yes

Skills

Transportation & Logistics

Description

To provide effective administrative and operational support to the Transport and Operations teams, ensuring the smooth running of the day-to-day transport operation. The role will involve coordinating with drivers, planners, customers and management, maintaining accurate transport records, and supporting the planning and administration of Skip, RORO and Trade Waste collections and deliveries. The successful candidate will be highly organised, confident communicating with people at all levels, able to work under pressure and have a good understanding of transport operations.

Key Responsibilities

• Provide day-to-day administrative support to the Transport and Operations teams.
• Assist with the planning and coordination of vehicle movements, collections and deliveries.
• Liaise with drivers throughout the day regarding jobs, changes, delays and customer requirements.
• Monitor transport schedules and assist with reallocating work when required.
• Update transport systems with accurate job information.
• Ensure completed jobs are correctly recorded and paperwork is processed.
• Assist with PODs, delivery notes, collection records and other transport documentation.
• Maintain accurate records of completed and outstanding work.
• Assist the Transport Manager with daily transport reports and KPIs.
• Help identify and resolve issues that may affect the smooth running of the day's transport operation.
• Act as a point of contact for drivers regarding day-to-day operational queries.
• Communicate job instructions, changes and customer requirements to drivers.
• Assist drivers with queries regarding collections, deliveries and route changes.
• Monitor progress throughout the day and identify delays or missed jobs.
• Keep planners and management informed of operational issues.
• Assist with driver holiday and absence administration.
• Support effective communication between drivers, planners and the office.
• Support the planning team with Skip, RORO and Trade Waste operations.
• Assist with the allocation of work to the appropriate vehicles and drivers.
• Help ensure daily schedules are kept up to date.
• Monitor the progress of planned work throughout the day.
• Assist with changes to routes and schedules when operational requirements change.
• Communicate with the relevant teams when additional work or urgent collections are received.
• Help maximise vehicle utilisation and minimise unnecessary downtime.
• Assist with resolving operational problems quickly and efficiently.
• Communicate professionally with customers, drivers, planners and other departments.
• Deal with customer queries relating to collections and deliveries.
• Assist with resolving service issues and escalating problems where appropriate.
• Keep customers updated where there are delays or changes to scheduled services.
• Take messages and ensure customer requests are passed to the appropriate person.
• Build positive working relationships across the business.
• Maintain accurate electronic and paper records.
• Process delivery paperwork, timesheets and other transport-related documentation where required.
• Assist with data entry and reporting.
• Produce regular transport administration reports.
• Assist with invoicing queries and documentation where required.
• Maintain organised filing systems.
• Assist the wider Operations team with general administrative duties.
• Carry out any other reasonable duties requested by management.

Skills, Knowledge and Expertise

• Previous administration experience.
• Strong organisational and time-management skills.
• Good communication skills, both written and verbal.
• Good attention to detail.
• Ability to work under pressure and meet deadlines.
• Good IT skills, particularly Microsoft Outlook, Word and Excel.
• Ability to prioritise competing tasks.
• Professional and confident telephone manner.
• Ability to work independently as well as part of a team.
• Previous experience within transport, logistics, waste management or a similar operational environment.
• Experience working with transport or planning systems.
• Experience dealing with drivers and customers.
• Knowledge of Skip, RORO or Trade Waste operations.
• Previous experience in a transport administration role.

The successful candidate will be:

• Organised and reliable.
• Proactive and willing to take ownership.
• Calm and professional under pressure.
• A strong team player.
• Confident communicating with drivers, customers and management.
• Flexible and able to adapt to changing priorities.
• Accurate and detail focused.
• Practical and solutions focused.
• Customer focused.