Weighbridge Clerk

Job description:

Join a busy limestone quarry team where your accuracy and organisation keep every vehicle and load moving safely.

Skilled Careers are looking for a Weighbridge & Administration Clerk in Pentre Halkyn CH8 for 3 days' work starting Wednesday 04/11/2026.

Must be able to provide references from previous employers.

Must have the legal right to work in the UK.

BIRM123INDEED

Main Purpose:

The Weighbridge & Administration Clerk is responsible for the efficient and accurate operation of the quarry weighbridge, together with providing comprehensive administrative support to the quarry management and operations team.

The role is the primary administrative point of contact for vehicles entering and leaving the quarry and is responsible for accurately recording vehicle movements, weighing loads, issuing delivery and collection documentation, maintaining records, and supporting the accurate processing of sales, dispatch, stock, and operational information.

The post holder will work closely with quarry operatives, drivers, customers, hauliers, transport providers, sales teams, accounts, and management to ensure that all material movements are recorded correctly and that the quarry’s administrative processes operate efficiently and compliantly.

A strong emphasis is placed on health and safety, accuracy, customer service, data integrity, environmental compliance, and adherence to legal and company procedures.

Key Responsibilities:

Weighbridge Operations:

Operate the quarry weighbridge safely, accurately, and efficiently in accordance with company procedures.

Weigh incoming and outgoing vehicles using the quarry’s weighbridge system.

Record vehicle registrations, driver details where required, customer details, material type, product code, source/destination, tare weight, gross weight, and net weight.

Verify that the correct product and quantity have been loaded before vehicles leave site.

Issue weighbridge tickets, delivery notes, collection tickets, and other relevant documentation.

Check that vehicles are authorised to enter the site and that drivers follow the quarry’s site rules.

Confirm the correct customer, haulier, order, delivery address, and product information before dispatch.

Ensure that all loads are recorded against the correct customer account, order, contract, or job number.

Monitor vehicle movements through the weighbridge and communicate with the quarry loading and dispatch teams as required.

Identify and report discrepancies in weights, loads, vehicle details, or documentation.

Investigate unusual or inconsistent weighbridge readings and escalate issues to the appropriate manager.

Ensure that weighbridge records are complete and accurate before vehicles leave the site.

Maintain accurate daily, weekly, and monthly weighbridge records.

Carry out routine checks of weighbridge equipment and report faults, damage, calibration issues, or system failures immediately.

Follow contingency procedures during weighbridge or computer system outages.

Assist with weighbridge calibration and inspection arrangements where required.

Ensure that weighbridge operations comply with applicable legal, regulatory, company, and customer requirements.

Vehicle and Driver Administration:

Process vehicles arriving at and departing from the quarry in an orderly and professional manner.

Provide drivers with clear instructions regarding site access, loading areas, traffic routes, PPE requirements, waiting areas, and site rules.

Ensure that drivers understand and comply with relevant quarry safety requirements.

Check relevant vehicle and driver documentation where required by company procedures.

Record vehicle and haulage information accurately.

Liaise with hauliers regarding collection schedules, loading requirements, documentation, and delivery information.

Report non-compliance with site rules or unsafe behaviour to the Quarry Manager or relevant responsible person.

Maintain an effective flow of traffic around the weighbridge area and minimise unnecessary vehicle waiting times.

Sales, Dispatch and Customer Administration:

Process customer orders and collection instructions in accordance with established procedures.

Confirm product availability and loading arrangements with the relevant quarry or sales personnel.

Ensure that dispatched material corresponds with the customer’s order.

Produce accurate delivery documentation and supporting paperwork.

Liaise with customers regarding collection details, quantities, products, delivery requirements, and documentation.

Handle routine customer and haulier enquiries professionally and escalate more complex issues where appropriate.

Assist the sales team with order administration and dispatch information.

Maintain accurate records of customer collections and deliveries.

Provide information to accounts and management to support invoicing and reconciliation.

Investigate and resolve routine discrepancies between orders, weighbridge tickets, delivery notes, and invoices.

Administration and Record Keeping:

Provide general administrative support to the Quarry Manager and wider site management team.

Maintain organised electronic and paper filing systems.

Enter and maintain accurate data within quarry, weighbridge, ERP, stock management, or other business systems to support the senior team.

Prepare daily, weekly, and monthly reports as required.

Maintain records relating to sales, dispatches, vehicle movements, material quantities, and site activities.

Assist with reconciliation of weighbridge records against sales, dispatch, stock, and invoicing information.

Prepare information for management reports, audits, meetings, and performance reviews.

Process emails, correspondence, forms, delivery documentation, and other administrative records.

Ensure confidential company and customer information is handled appropriately.

Maintain accurate records in accordance with company document-control and retention procedures.

Assist with the preparation and distribution of operational communications and notices.

Support other reasonable administrative duties required by the Quarry Manager.

Stock and Material Records:

Maintain accurate records of materials entering and leaving the quarry.

Assist with monitoring stock movements and identifying discrepancies.

Provide management with accurate weighbridge data to support stock reconciliation.

Liaise with production and quarry personnel regarding product availability and dispatch requirements.

Ensure product codes, descriptions, and quantities are entered correctly into the relevant systems.

Ensure sampling paperwork is produced as and when required.

Assist with periodic stock checks and reconciliations where required.

Health, Safety and Environmental Responsibilities:

Safety is a fundamental requirement of the role.

The Weighbridge & Administration Clerk will:

Comply with all quarry health and safety policies, procedures, risk assessments, and safe systems of work.

Follow site traffic management procedures at all times.

Wear the required personal protective equipment (PPE) when outside the office or in designated operational areas.

Remain aware of mobile plant, heavy goods vehicles, loaders, dump trucks, and other quarry hazards.

Never enter operational areas or leave the weighbridge office without following the relevant site safety requirements.

Report hazards, near misses, incidents, unsafe acts, and environmental concerns promptly.

Participate in site inductions, toolbox talks, training, and safety meetings as required.

Support the company’s commitment to maintaining a safe working environment.

Comply with environmental procedures relating to dust, noise, waste, water, fuel, spills, and pollution prevention where applicable.

Maintain good housekeeping standards within the weighbridge and administration area.

Follow emergency procedures and assist with emergency arrangements as directed.

Compliance and Audit Support:

Maintain accurate records to support internal and external audits.

Ensure weighbridge documentation is complete, traceable, and readily available.

Assist with compliance checks relating to vehicle movements, product dispatch, weights, and customer documentation.

Follow company procedures for data protection, financial controls, document management, and record retention.

Raise potential compliance issues promptly with the Unit Manager.

Support the implementation of corrective actions arising from audits or investigations.

Key Working Relationships:

The role requires regular communication with:

Quarry Manager / Unit Manager.

Quarry and production operatives.

Loading shovel and mobile plant operators.

Sales and customer service teams.

Transport and logistics teams.

Accounts and finance department.

Customers.

Haulage companies and HGV drivers.

Maintenance personnel.

Health and safety personnel.

Environmental and compliance personnel.

External auditors, inspectors, and contractors where required.

Qualifications and Experience Requirements:

Essential:

Previous experience in an administrative, weighbridge, logistics, transport, dispatch, or similar role.

Strong attention to detail and a high level of numerical accuracy.

Good computer literacy, including Microsoft Office or equivalent systems.

Ability to accurately enter and retrieve information from computerised systems.

Good written and verbal communication skills.

Ability to work independently and manage competing priorities.

Ability to remain calm and professional in a busy operational environment.

Strong organisational and record-keeping skills.

Willingness to work within a safety-critical industrial environment.

Ability to follow established procedures and instructions accurately.

Desirable:

Previous experience working in a quarry, aggregates, construction materials, manufacturing, logistics, waste, recycling, or other industrial environment.

Previous experience operating a weighbridge or weighbridge software.

Experience with ERP, stock management, dispatch, transport management, or quarry management systems.

Experience with sales order processing and invoicing administration.

Knowledge of HGV operations and transport documentation.

Knowledge of quarry health and safety requirements.

Experience dealing directly with customers and hauliers.

Previous experience supporting internal or external audits.

Skills and Competencies:

Accuracy and Attention to Detail:

Able to process high volumes of information accurately, particularly weights, vehicle registrations, product codes, customer details, and dispatch documentation.

Numerical Ability:

Comfortable working with weights, quantities, measurements, calculations, reconciliations, and numerical records.

Communication:

Able to communicate clearly and professionally with drivers, customers, colleagues, contractors, and management.

Organisation:

Able to manage multiple administrative tasks while maintaining accurate records and ensuring that vehicle movements are processed efficiently.

Customer Service:

Professional, helpful, and courteous when dealing with customers and drivers, while maintaining company procedures and site rules.

IT Skills:

Confident using computers and standard office software, databases, email, spreadsheets, weighbridge systems, and other business applications.

Problem Solving:

Able to identify discrepancies, investigate routine issues, and escalate problems appropriately.

Safety Awareness:

Understands the hazards associated with quarry operations and consistently demonstrates safe working practices.

Teamwork:

Works effectively with operational and administrative colleagues to maintain an efficient flow of materials and vehicles through the site.

Integrity and Confidentiality:

Demonstrates honesty, reliability, and discretion when handling company, customer, financial, and operational information.

Personal Attributes:

The successful candidate will be:

Reliable and punctual.

Professional and approachable.

Highly organised and self-motivated.

Methodical and accurate.

Safety conscious.

Customer focused.

Confident dealing with drivers and customers.

Comfortable working in a busy environment.

Able to prioritise competing demands.

Flexible and willing to support colleagues.

Proactive in identifying and resolving issues.

Comfortable working independently while contributing positively to a team.

Performance Measures:

Performance in the role may be assessed against:

Accuracy of weighbridge transactions and records.

Accuracy of product, customer, and vehicle information.

Correct and timely completion of dispatch documentation.

Accuracy of data entered into company systems.

Timeliness of daily and periodic reports.

Effective resolution and escalation of discrepancies.

Customer and haulier service levels.

Compliance with company procedures.

Health and safety performance.

Quality and completeness of administrative records.

Reduction of avoidable errors, delays, and rework.

Contribution to efficient vehicle turnaround times.

Audit and compliance performance.

Working Environment:

The role is primarily based within the quarry weighbridge office but operates within an active limestone quarry environment.

The post holder may be exposed to:

HGV traffic and vehicle movements.

Mobile quarry plant.

Noise and vibration.

Dust and airborne particulates.

Outdoor weather conditions.

Uneven surfaces and industrial areas.

Loading and dispatch operations.

Appropriate PPE and site-specific safety controls must be used in accordance with the quarry’s risk assessments and procedures.

Authority and Escalation:

The Weighbridge & Administration Clerk is expected to work within established company procedures and does not normally have authority to override operational, commercial, safety, or compliance requirements but should be confident enough to implement and challenge them.

Issues requiring escalation include, but are not limited to:

Suspected incorrect or manipulated weights.

Unauthorised vehicles or drivers.

Unsafe driver behaviour.

Incorrect or unidentified products.

Significant discrepancies in loads or documentation.

Weighbridge or IT system failures.

Customer disputes relating to quantities or products.

Potential environmental incidents.

Health and safety incidents or near misses.

Suspected fraud or deliberate misuse of company systems.

Any situation where site safety or legal compliance may be compromised.

Working Hours:

The normal working hours will be 45 hours per week. The usual start time will be 06:15 and the role may include early starts, late finishes, weekend working, or shift patterns depending on quarry production and dispatch requirements.

The role may require additional hours to support operational requirements, stock checks, audits, system changes, or other business needs, subject to company policy.

Training and Development:

The company will provide appropriate training to enable the successful candidate to perform the role safely and effectively.

Training will include:

Quarry site induction.

Health and safety training.

Weighbridge system training.

Company IT and administration systems.

Traffic management procedures.

Environmental awareness.

Emergency procedures.

Manual handling where applicable.

Data protection and confidentiality.

Product and quarry process awareness.

Relevant regulatory or compliance training.

The post holder is expected to maintain their knowledge and competence and participate in additional training as required.

General Responsibilities:

Carry out all duties in accordance with company policies, procedures, and values.

Maintain a professional standard of conduct at all times.

Protect company property, information, and commercial interests.

Maintain confidentiality where required.

Support continuous improvement initiatives within the quarry.

Undertake other reasonable duties consistent with the nature and level of the role.

Promote a positive culture of safety, teamwork, accuracy, and customer service.

Work Location: In person
Only candidates based in UK and eligible to work in UK are allowed