Transport Administrator based in Tolka Quay, Dublin
Calor, Ireland
Job Description
Transport Administrator based in Tolka Quay.
The successful candidate will be part of a small and highly motivated team in Calor’s largest bulk storage terminal located in Dublin Port.
This is a full time role initially working 8 am to 4 pm Monday to Friday in the office.
Own transport is essential due to the location.
The primary function of this role is to support the Transport Manager with day-to-day administrative activities, while supporting selective site related activities as required, The role covers work on various sites throughout Ireland.
The primary duties shall include:
The Job:
Check all driver delivery dockets daily and file.
Maintain Vehicle Inspection check list process, ensure a completed form is received from each driver daily, scan completed reports and file. log all defects and non-compliances to the compliance report. Prepare Vehicle Defect Report \ Accident damage report to Transport Manager.
Maintain the Kelio system for all driver holidays, sickness etc. Includes managing the request sheets from drivers. Communicate outcomes to relevant drivers. Ensuring all record are kept up to date.
Ensure our Driver lists and contact details up to date.
Complete the licence checks bi-annually for all drivers.
Manage the booking of all CVRT, ADR and other vehicle inspection tests as required to meet compliance requirements.
Ensure all truck cab files are kept up to date.
Arrange truck permits in compliance with Dublin City Limit regulations issue to vehicles as required.
Update the Vision tachograph system on a weekly basis to show average hours, holidays, sickness, training etc.
Prepare driver hours reports for Employment Agencies weekly.
Preparing hours for Calor amp; Contractor wages including updating of accurate attendance records in line with HSA requirements completed weekly.
Prepare tachograph infringement reports so TM can use them for discussions with drivers (required Monthly)
Assist with all driver rota queries and issue rota to all drivers as required.
Prepare telematics reports so TM can use them for discussions with drivers.
Help with audits with regards to sourcing and preparing information.
Provide the driver security document for all Known Supplier deliveries to DAA. Maintain all Known Supplier records. Issue updates to driver as they occur.
Ordering sundry items from third party suppliers.
Stock control and order management of Diesel amp; Adblue and complete monthly reconciliation of fuel cards. Maintain Merridale Fuel stock allocation.
Ordering and maintaining stock of stationery for office and for drivers ensuring appropriate stock levels are adequate to support business needs.
Order, issue and maintain stock of PPE. Including new driver sign offs.
Stock control and order management of all PPE ensuring adequate and appropriate stock levels are maintained with regular stock checks being carried out. Ensuring all PPE issued is accurately recorded and signed off in line with QHSE guidelines.
Maintain the notice boards ensuring all business updates are clearly displayed and outdated material removed.
Produce and issue Driver Updates as instructed by the TM.
Maintain all Training records digitally and ensure all records are kept up to date reporting any gaps to Line Manager. manage all training certificates for drivers and contractors. Book trainer and training venues as required.
Partake in all process standardisation projects with regards to transport management and record keeping.
Undertake training in new processes and equipment in line with continuous development.
Take on new tasks as outlined by the Transport Manager that sit within the admin function.
Preparation and updating of daily, weekly amp; monthly transport operations related reports - Truck Availability \Depot Hours etc.
Provide admin support for the Transport Manager. Letters to customers, filing, scanning, file management, sharing doc, power points etc.
Assist during emergency situations.
Perform basic housekeeping duties.
Prepare and report site stock figures in line with Company procedures.
Monitor Calibration Log for All vehicles \Check Weights.
General administration duties including phone queries, filing, approval of supplier invoices.
Requirements
The Person will:
Will have a minimum of three years’ experience in an office environment with sound knowledge of administrative practices, procedures and processes; experience within a technical/transport environment would be an advantage.
Knowledge and proficiency in the operation of computerised information systems including MS-Office, Navision, Therefore etc.
Demonstrated ability to plan, organise, set priorities and meet deadlines, accompa