Vehicle Logistics & Admin Assistant – Southwater, UK

EVM; Southwater; Hybrid; GBP 22,000 - 30,000; Full time

Benefits offered by this job

25 days holiday

Bank holidays

Statutory Sick Pay

Employee Benefits Portal

Cycle to Work Scheme

Job summary

EVM UK & Ireland, based in Southwater, West Sussex, is seeking a Vehicle Logistics & Admin Assistant to coordinate vehicle movements, shipping and customs documentation across UK/Europe. The role requires strong organisational skills and attention to detail, with full training on specialist systems provided.

The position offers standard working hours, a benefits portal, a Cycle to Work Scheme, and 25 days holiday plus bank holidays. Salary to be discussed depending on experience.

Qualifications

• Strong administrative and organisational skills.
• Good computer literacy, particularly Microsoft Excel and Outlook.
• Excellent attention to detail and accuracy.
• Confident written and verbal communication skills.
• Ability to prioritise workloads and work effectively with colleagues, customers and suppliers.

Responsibilities

• Coordinate vehicle movements and shipping arrangements across UK and Europe.
• Maintain up-to-date vehicle tracking records and related documentation.
• Assist in arranging vehicle collections, deliveries to port, and driver logistics.
• Prepare customs documentation and assist with Descartes e-customs (training provided).
• Ensure compliance with customs procedures and timely reporting.

Job description

Vehicle Logistics & Admin Assistant – Southwater, UK

Location:

Based in Southwater, West Sussex.

The Package:

• Salary to be discussed depending on experience.
• Performance-related bonus linked to agreed used vehicle gross-profit, stock-turn and business-development targets.
• Hours: Monday to Thursday 8am to 5pm, Friday 8am to 3pm.
• 25 days holiday + Bank holidays.
• Statutory Sick Pay.
• Employee Benefits Portal.
• Cycle to Work Scheme.

About EVM UK & Ireland:

We area specialist sales and aftersales agent for some of Europe’s most trusted minibus and midi coach brands, including EVM, Altas , Ferqui , Indcar , Erener and AOS. With deep engineering knowledge, a future-focused mindset, and an unrivalled approach to service, we help public and private sector operators unlock the full potential of their fleets.

We are looking for a commercially driven Used Vehicle Business Manager to take full ownership of this important area of the business. The successful candidate will be responsible for developing EVM UK’s used vehicle strategy, sourcing suitable stock, increasing sales and profitability and building a best-in-class used vehicle proposition for our customers.

The Role:

As Vehicle Logistics & Admin Assistant, you will support the coordination of vehicle movements, shipping arrangements, customs documentation and associated administration across our UK and European operations.

Working closely with the Senior Customs Administrator, Sales and Operations teams, you will help ensure vehicles are transported efficiently, records are accurately maintained and the necessary documentation is in place.

This is a varied role suited to someone with strong organisational skills, attention to detail and a proactive approach. Full training on our specialist customs systems will be provided.

Key Responsibilities:

As the Vehicle Logistics & Admin Assistant, your responsibilities will include but will not be limited to the following.

• Controlling the movement of the vehicles along the sales process from movement of vehicle into the factory in Ireland then back again.
• Maintain the chassis list with the locations of all vehicles.
• Working with our factories across Europe to obtain relevant certification and invoices to enable customs procedures and registrations.
• Assist in arranging vehicle collections and deliveries to port.
• Assist the sales team in arranging the drivers to deliver the vehicles to the end users.
• Booking shippings to and from Ireland for vehicles.
• Ensuring correct paperwork is collected to facilitate customs declarations.
• Preparing the customs declaration on Descartes e-customs (Imports and exports)- Training to be provided.
• Creating GMRS and PBNs and then monitoring them for any issues
• Scanning all customs and sales records to the computer system
• Completing FGAS certificates and adding to the FGAS reporting system
• Ensuring the customs log is kept up to date and that all records are filled appropriately.
• Ensuring customs compliance.
• Checking in of vehicles and processing then on to the scheduling system
• Liaising with customers to collate all relevant information and documentation required for the vehicle sales process.

Performance and Success Measures:

Performance will be assessed against agreed objectives, including:

• Accurate and timely coordination of vehicle movements and shipping arrangements.
• Up-to-date vehicle tracking records and customs documentation.
• Compliance with customs procedures and reporting deadlines.
• Accurate preparation of customer delivery documentation and proactive resolution of issues.

Knowledge & Experience

The ideal candidate will be organised, reliable and detail-focused, with:

• Strong administrative and organisational skills.
• Good computer literacy, particularly Microsoft Excel and Outlook.
• Excellent attention to detail and accuracy.
• Confident written and verbal communication skills.
• Ability to prioritise workloads and work effectively with colleagues, customers and suppliers.

Previous experience in vehicle logistics, transport coordination or customs administration would be advantageous but is not essential. Full training on our specialist systems and procedures will be provided.