Job Specification - Depot Administrator - Faversham
Job Title
Depot Administrator
Department
Depot Operations
Reporting To
Depot Manager / Depot Supervisor
Monday - Friday, 7:30 am - 4:15 pm. (40 hour week)
Job Purpose
To provide comprehensive administrative and operational support to the Depot Manager and Supervisor, ensuring the smooth day-to-day running of depot activities. The role involves managing documentation, processing invoices and orders, coordinating materials and plant requirements, liaising with clients and suppliers, and maintaining accurate records to support efficient depot operations.
The successful candidate will be organised, proactive, and able to manage multiple tasks while ensuring that all administrative and operational responsibilities are completed accurately and on time.
Key Responsibilities and Duties
Administration and Documentation
Request, collate, and upload statistics as required.
Process and manage invoices, ensuring accuracy and timely completion.
Book in delivery tickets and ensure all relevant documentation is recorded correctly.
Book out materials on E-day, maintaining accurate records of material usage.
File and maintain all paperwork, ensuring records are organised and easily accessible.
Raise purchase orders as required and ensure orders are processed correctly.
Maintain accurate administrative records to support depot operations.
Client and Supplier Liaison
Liaise with clients regarding day-to-day operational and administrative requirements.
Communicate with suppliers to obtain quotations for non-stocked items.
Source materials and services as required, ensuring quotations are obtained in a timely manner.
Order tarmac and other materials in preparation for the following day's work.
Maintain effective working relationships with clients, suppliers, and internal teams to ensure operational requirements are met.
Operational Support
Provide day-to-day administrative and operational support to the Depot Manager and Supervisor.
Assist with general depot tasks and priorities as required.
Provide cover for P1 and P2 responsibilities during periods when the Depot Manager and Supervisor are out of the office, ensuring continuity of operations.
Support the coordination of materials, deliveries, and resources to help ensure planned work is completed efficiently.
Respond to operational requests and escalate issues to management where necessary.
Training and Compliance Administration
Maintain and regularly update the depot training board to ensure operatives are aware of upcoming training requirements and scheduled sessions.
Manage and maintain the UST calendar, ensuring relevant dates and activities are recorded accurately.
Monitor upcoming training and calendar commitments, highlighting any issues or requirements to the relevant managers.
Ensure training-related records and documentation are kept up to date.
Plant and Equipment Administration
Maintain and update the plant tracking sheet to ensure accurate and current records.
Report plant breakdowns promptly to the relevant parties and ensure issues are communicated appropriately.
Review live plant hire on a weekly basis, checking records and identifying any discrepancies or unnecessary ongoing hire.
Complete monthly plant costing, ensuring costs are accurately recorded and reported.
Support the effective monitoring and management of plant hire, costs, and equipment availability.Skills and Experience Required
Previous experience in an administrative or operational support role, ideally within construction, utilities, highways, or depot operations.
Good organisational and time-management skills, with the ability to prioritise competing tasks.
Strong attention to detail and a commitment to maintaining accurate records.
Good communication and interpersonal skills, with the ability to liaise professionally with clients, suppliers, operatives, and management.
Competent IT skills, including Microsoft Office and spreadsheet management.
Ability to work independently and use initiative when supporting day-to-day operations.
Ability to work effectively under pressure and meet deadlines.
A proactive, flexible, and practical approach to problem-solving.Key Competencies
Organisation and administration
Accuracy and attention to detail
Communication and relationship management
Planning and coordination
Time management and prioritisation
Teamwork and collaboration
Problem-solving and initiative
Commercial awareness and cost control
Flexibility and reliabilityKey Performance Expectations
The successful candidate will be expected to:
Maintain accurate and up-to-date administrative records and documentation.
Ensure invoices, orders, delivery tickets, and material records are processed promptly and accurately.
Ensure materials are ordered in advance to support planned work.
Keep training information, the UST calendar, and plant records current.
Complete weekly live-hire checks and monthly plant costing within the required timescales.
Communicate effectively with clients, suppliers, and depot personnel.
Provide reliable support to the Depot Manager and Supervisor and maintain operational continuity during their absence.General Responsibilities
The postholder may be required to undertake other reasonable duties in line with the role and the operational needs of the depot. They will be expected to follow company policies and procedures and maintain professional standards at all times.
RG Setsquare is acting as an Employment Business in relation to this vacancy
