Job Details

Administration Assistant

Ref: VAC-12740
 
  • Start Date: Immediate
  • Location: Felixstowe
  • Industry: Commercial
  • Discipline: Administrator
  • Employment: Permanent

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Job Description

Our client based in Felixstowe has been providing container transport to shipping companies and freight forwarders since 1973. They continue to invest in the newest and highest quality equipment and the most advanced technology to provide intelligent container transport.

Now boasting a combined well maintained fleet of over 500 vehicles they are serving all of the United Kingdom’s deep sea container ports, rail terminals and inland hubs

They are looking to recruit and Administration Assistant to assist both the Administration Supervisor and the HR Manager in the day to day running of the business

Deal with incoming & outgoing post, receive and send deliveries and despatches via courier services
Order & maintain stationery and other office / kitchen supplies
Book tradespersons for on-site repairs
Update electronic Daily Staff record and print off Daily signing-on Sheets
Maintain & update Fuel card records, issuing new cards & updating Merridale & Tops systems
Facilitate the annual reissue of fuel cards to all depots
Update Company Car mileage / fuel receipt information.
Check and pass admin invoices and maintain Purchase Order for overheads in TOPS
Provide refreshments for visitors
Update Fuel Surcharge spreadsheet and send advisory email (weekly & EOM) to colleagues & customers
Prepare induction handbooks and related paperwork for new drivers and staff
Assist with Driver Licence Verifications
Collect and collate ESOS information
Enter labour booking time sheets onto system for those agency rates that cannot be auto calculated on Access i.e. Scope / FDR / Amoure
Pass agency Invoices and add invoice numbers to Access database.
Complete monthly checks to verify vehicle information held against VOSA / Dart Crossing lists
Add / update new driver information on TOPS
Provide breakdown of Driver’s Adblue drawings (commercial)
Assist Accounts with processing Driver expenses, inputting Driver time sheet data
Recharge Adblue drawings (weekly & monthly)
Assist Accounts by issuing payslips to Drivers (weekly and monthly)
Advise Insurance changes to fleet insurance & MID as directed
Action vehicle Check list as required, update vehicle information on various external websites, including the taxation and SORN’ing of vehicles
Process or appeal any Parking penalty Notices as received.
Raising recharge invoices as necessary

” Deal with incoming & outgoing post, receive and send deliveries and despatches via courier services
” Order & maintain stationery and other office / kitchen supplies
” Book tradespersons for on-site repairs
” Update electronic Daily Staff record and print off Daily signing-on Sheets
” Maintain & update Fuel card records, issuing new cards & updating Merridale & Tops systems
” Facilitate the annual reissue of fuel cards to all depots
” Update Company Car mileage / fuel receipt information.
” Check and pass admin invoices and maintain Purchase Order for overheads in TOPS
” Provide refreshments for visitors
” Update Fuel Surcharge spreadsheet and send advisory email (weekly & EOM) to colleagues & customers
” Prepare induction handbooks and related paperwork for new drivers and staff
” Assist with Driver Licence Verifications
” Collect and collate ESOS information
” Enter labour booking time sheets onto system for those agency rates that cannot be auto calculated on Access i.e. Scope / FDR / Amoure
” Pass agency Invoices and add invoice numbers to Access database.
” Complete monthly checks to verify vehicle information held against VOSA / Dart Crossing lists
” Add / update new driver information on TOPS
” Provide breakdown of Driver’s Adblue drawings (commercial)
” Assist Accounts with processing Driver expenses, inputting Driver time sheet data
” Recharge Adblue drawings (weekly & monthly)
” Assist Accounts by issuing payslips to Drivers (weekly and monthly)

” Advise Insurance changes to fleet insurance & MID as directed
” Action vehicle Check list as required, update vehicle information on various external websites, including the taxation and SORN’ing of vehicles
” Process or appeal any Parking penalty Notices as received. Raising recharge invoices as necessary

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