The Yard Controller is responsible for supporting the smooth and safe operation of the site yard during night operations. The role ensures that all visiting drivers and third-party hauliers are correctly booked onto site, inbound and transit loads are accurately processed and traceable, and all outbound paperwork is completed and allocated correctly.
The Yard Controller acts as a key link between the yard, warehouse, transport teams, shunters and third-party hauliers. The role involves managing trailer movements, monitoring yard capacity, coordinating driver activity and ensuring drivers are clearly instructed on where to park, collect loads or empty trailers.
The role is also responsible for maintaining accurate systems and paperwork, managing waiting drivers and supporting the site in maintaining a safe, organised and efficient yard operation throughout the night shift.
MAIN DUTIES & RESPONSIBILITIES Book drivers and third-party hauliers onto site, update the relevant systems and paperwork, and operate the site barriers.
For cross-dock trailers, liaise with warehouse coordinators/controllers to confirm whether the trailer is required on a bay.
Ensure cross-dock and inbound consignments are correctly linked to the appropriate trailer. Where required, manually create consignments to maintain accurate records.
Support transport drivers by liaising with ESL Transport where a driver is unsure of their next job or where clarification is required. Allocate outbound deliveries or DRP loads as instructed.
Manage third-party hauliers arriving on site:
Book trailers onto site.
Liaise with warehouse control/coordinators to confirm bay requirements.
Obtain details of the load due for collection.
Issue the correct paperwork where the load is ready.
Explain the live-load process where applicable.
Once loading is complete, prepare the required paperwork for the driver.
Maintain an accurate overview of all drivers waiting on site and ensure they are managed efficiently.
Maintain and update the BIFG tracker, checking that container IDs, order numbers and delivery times match. Ensure the relevant consignment number is recorded on paperwork.
Create delivery notes for every consignment leaving site.
When cross-dock paperwork arrives, label and process it using the 65 report and flow plan.
Where cross-dock paperwork has not arrived with the load, print the required documentation when needed.
Respond to queries from ESL, including queries relating to departure times and IMI times.
Deal with third-party customer queries relating to collections and direct transport-related queries to the appropriate transport team.
Continuously monitor yard capacity and available space, escalating or updating requirements as necessary.
Maintain regular communication with shunters regarding site moves and trailers that have not self-tagged out.
Manage the staff car park barrier and challenge non-GXO employees entering the site. Record the visitor's name, company and person they are visiting where required.
Monitor long trailers on site and ensure they are correctly allocated to minimise the risk of incidents or excessive trailer numbers. Escalate concerns to the Team Leader or Warehouse Control.
In the event of a fire alarm, remain in the office and prevent further access to site, ensuring all site barriers are closed. Follow the site's Emergency Preparedness procedures.
Ensure the office and shift are adequately prepared by checking that:
Radios are fully charged.
Sufficient docket paper is available.
Chitties are printed for the incoming shift.
Adequate stationery is available.
Provide a comprehensive handover to the incoming shift, highlighting outstanding work, waiting drivers, trailer movements, operational issues and any other relevant information.
Encourage and contribute to the site's Continuous Improvement Programme.
Carry out any other reasonable duties or management requests relevant to the role.
KEY STAKEHOLDERS
Internal Operations Team Leader
Stocks & Systems Support
Shift Manager
Site Operations Manager
Warehouse Controllers / Coordinators
Shunters
Other site-based operational teams
External Transport Coordinators
ESL Transport
Third-Party Hauliers
Third-Party Drivers
Customers and transport representatives
DECISION-MAKING AUTHORITY
The Yard Controller is expected to work within established site procedures, operational processes, health and safety requirements and management instructions.
The role requires the jobholder to make day-to-day operational decisions within their level of responsibility, including coordinating drivers, managing site access, allocating or directing trailer movements within agreed procedures, prioritising waiting drivers and communicating operational requirements to relevant teams.
Any decision requiring additional authority, deviation from established procedures or management approval must be referred to the appropriate Line Manager or senior operational colleague.
IMPACT OF DECISIONS
The Yard Controller has a direct impact on the safe, efficient and timely movement of vehicles, trailers, drivers and loads across the site.
Effective communication with warehouse controllers/coordinators, transport teams, ESL and third-party hauliers helps ensure that trailer requirements are understood, paperwork is accurate, drivers are managed efficiently and loads remain traceable.
Accurate decision-making and timely escalation also help minimise delays, reduce yard congestion and support the safe operation of the site.
PLANNING & ORGANISATION
The role requires the Yard Controller to continuously prioritise and coordinate multiple activities throughout the night shift.
Key planning and organisational responsibilities include:
Supporting bay allocation for third-party hauliers and containers.
Monitoring trailer availability and yard capacity.
Coordinating the movement and allocation of long and low trailers.
Managing waiting drivers and prioritising operational requirements.
Coordinating with warehouse control, transport coordinators and shunters.
Maintaining accurate paperwork, trackers and system records.
Preparing information and resources for the incoming shift.
Providing a thorough handover of outstanding activities and operational issues.
JOBHOLDER REQUIREMENTS
Knowledge, Skills & ExperienceThe successful candidate should demonstrate:
Excellent verbal and written communication skills.
Experience using SAP, IMI and PINC systems.
Strong PC skills, including Microsoft Office applications.
Good numeracy, analytical and accuracy skills.
Ability to interpret operational data and information.
Experience working within a third-party logistics, transport or administration environment.
Experience working in a customer-focused environment.
Strong organisational and administrative skills.
Ability to manage multiple tasks and priorities effectively.
Ability to work independently and as part of a wider operational team.
Strong attention to detail and accuracy.
Effective problem-solving skills.
Ability to manage potentially challenging situations or conflicts with drivers professionally.
Reliability and commitment to attendance and punctuality.
Flexibility to respond to changing operational requirements.
Personal AttributesThe role requires an individual who is:
Confident and professional when communicating with drivers and colleagues.
Calm and effective when working under pressure.
Assertive when managing site procedures and challenging non-compliance.
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