Logistics Administrator

Welcome to Taylor Whitmore.

We have the pleasure of working with a very large PLC warehouse & logistics company based in Felixstowe who are looking for an experienced Administrator as quickly as possible!

General Responsibilities

1. Ensure that all unplanned absences (e.g. sickness) are reported to your Line Manager in accordance to the current process.
2. Ensure punctuality at all times, advising your Line Manager when you are unable to adhere to shift pattern/ meeting attendance.
3. Advise if you do not have sufficient resources available to enable completion of daily tasks.
4. Endeavour to provide notice period of at least double the length of time you request on holiday (e.g. 1 days holiday = 2 days’ notice, 2 weeks holiday = 4 weeks’ notice, etc.). Holiday will be authorised at Line Managers discretion.
5. Ensure that all emails sent to directly to you or the group email address are responded to promptly.
6. Support the wider team by continuously improving your skills and knowledge by feeding back to your Line Manager any training/mentoring which would assist with your day to day duties.
7. Ensure the safe keeping for all Company assets under your control.
8. Support your team with ensuring that their daily responsibilities are carried out in line with Customer and PD Ports requirements.
9. Support and assist central departments as requested.
10. At all times adhering to both company and HSE protocol.
11. Travel as and when required to other company or non-company locations to carry out specified tasks or attend meetings/ conferences.
12. Conduct yourself at all times in a professional and responsible manner and promote a good image of the company.
13. Complete any other administration tasks as requested by Management.

Job Specific

1. Ensure all customers are invoiced correctly on a regular basis as per their agreed rate tariffs and client Service Level Agreements (SLAs) and create invoice backing as per client specifications.
2. Produce a Monthly KPI for your Line Manager as per their requirements.
3. On a weekly basis pull off costs relating to contracts onto their KPIs and request confirmation of recharges, escalating to Team Leader if required.
4. Assist Accountant with collating proof of charges for external audits.
5. Adhere to purchase order process ensuring all costs related to MHE, H&S and Facilities are logged in the purchasing system in a timely manner and receipted when goods/services have been received.
6. Check invoices received from Purchase Ledger and request credit or add additional lines where appropriate.
7. Deal with supplier queries via telephone and e-mail, escalating to Team Leader or Senior Administrator any you cannot assist with.
8. Order stationary and warehouse consumables using a third party system
9. Record, raise and send the Agency hours and devan purchase orders.
10. File all personnel and agency paperwork.
11. Record all uniform requests and facilitate the ordering using a third party system to place orders.
12. Ensure that all personnel has the appropriate training and paperwork is filed in their folder.
13. Assist with the preparation for any internal or external Audits when required.
14. Send sensitive data to HR in line with local GDPR Policy.
15. Ensure the notice boards across the site are kept up to date and Site KPI is displayed.
16. Complete any other administration tasks as requested by Line Manager.
17. Assist Health, Safety & Facilities Manager with any administrative functions.
18. At all times adhering to both company and HSE protocol.

Hours:

37.5 hours/ week - Monday to Friday

7.5 h/ day + 0.5h lunch. 8am - 4pm Monday, 9am - 5pm Tuesday to Friday

This is a super role for someone who enjoys variety and lots of interaction with colleagues.

We look forward to hearing from you soon.