Transport Administrator

Job Purpose
The Fleet Transport Administrator is responsible for supporting the safe, compliant and efficient operation of the HGV fleet. The role coordinates planned maintenance, monitors driver and vehicle compliance, maintains accurate fleet records and communicates timely information to Construct IT (CIT) and haulage planners, drivers, workshops and service providers.
Key Responsibilities
Fleet Maintenance and Planning
• Maintain the vehicle, trailer and equipment location register, ensuring each asset’s current location is recorded accurately.
• Check maintenance booked through CIT, Haulage and amend bookings where necessary to reflect the current location register and operational requirements.
• Keep the maintenance plan up to date with bookings, amendments, completion dates, defects and outstanding actions.
• Plan and coordinate statutory inspections, MOT tests and tachograph calibrations, allowing sufficient notice and minimising operational disruption.
• Coordinate minor and major crane service bookings and maintain all supporting records.
• Liaise with workshops and service providers to confirm appointments, monitor progress and follow up on overdue work.

Communication and Administration

• Email CIT and haulage planners with maintenance requirements, confirmed bookings, location changes and operational updates.
• Liaise with drivers, planners, workshops, suppliers and other stakeholders to resolve fleet issues and maintain continuity of service.
• Investigate and respond to operational complaints promptly, recording findings, outcomes and corrective actions.
• Administer Penalty Charge Notices (PCNs), Notices of Intended Prosecution (NIPs) and other fines, ensuring each notice is logged, investigated, allocated and answered within the required timescale.
• Produce accurate updates and reports for management on maintenance status, compliance risks and outstanding actions.

Qualifications and Experience

• Previous experience in fleet, transport, logistics or vehicle maintenance coordination is essential.
• Good working knowledge of fleet maintenance planning, transport compliance and statutory vehicle requirements.
• Experience using maintenance planning, fleet management or similar record-keeping systems.
• Strong organisational skills, with the ability to prioritise competing deadlines and maintain accurate records.
• Clear written and verbal communication skills, with confidence liaising across operational teams and external providers.
• Good IT skills, including email, spreadsheets and digital record systems.
• A full UK driving licence is desirable.

Core Competencies

• Attention to detail and accuracy.
• Proactive planning and problem-solving.
• Professional communication.
• Ability to work calmly under pressure.
• Ownership, reliability and a strong compliance focus.

Key Accountabilities

• Fleet records and maintenance plans are accurate, current and auditable.
• Statutory tests, inspections, calibrations and renewals are arranged before expiry.
• Maintenance bookings reflect asset locations and operational priorities.
• Driver and fleet compliance concerns are identified, communicated and resolved promptly.
• Complaints, PCNs, NIPs and fines are administered accurately and within required timescales

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