Transport Clerk

We have a fantastic opportunity to join our Hatfield Distribution Centre in our Transport Department as a Transport Fleet Administrator. Our Regional Distribution centres supply our 198 cash and carry sites with all their products including Fresh, Frozen and Ambient stock.

The Fleet Admin Clerk provides efficient administrative support to the fleet and transport function, ensuring vehicle records, compliance documentation, and operational data are accurate, up to date, and readily available. The role supports the safe, legal, and cost‑effective operation of the company’s vehicle fleet.

Hours of work are Monday to Friday, 37.50 per week. This role may require occasional flexibility to meet operational demands. Duties may evolve to meet business needs.

Please note that all candidates will have to undertake a drug and alcohol test as part of the pre‑employment tests.

• Maintain accurate records for all fleet vehicles, including MOTs, tax, insurance, servicing, inspections, and repairs
• Monitor and track vehicle compliance deadlines, ensuring documentation is completed and filed on time
• Support daily/weekly vehicle checks and defect reporting processes

• Log vehicle defects, breakdowns, and maintenance requests
• Liaise with workshops, suppliers, and dealerships to schedule repairs and servicing
• Process maintenance paperwork and job sheets accurately

• Handle fleet‑related queries from drivers, managers, and external suppliers
• Input data accurately into fleet management systems and spreadsheets
• File and archive paperwork in line with company GDPR and data retention policies
• Support audits, inspections, and internal compliance checks
• Provide general administrative support to the transport and operations team

• Comply with company health & safety policies and procedures
• Promote safe working practices within the fleet operation

• Previous administrative experience (fleet, transport, or logistics desirable)
• Strong attention to detail and high levels of accuracy
• Good organisational skills with the ability to manage multiple deadlines
• Confident user of Microsoft Office (Excel, Word, Outlook)
• Clear written and verbal communication skills

• Well organised and methodical
• Able to work independently and as part of a team
• Proactive problem‑solver
• Calm under pressure and able to prioritise workload
• Professional and confidential in handling sensitive information

• Experience working with fleet management systems
• Knowledge of vehicle compliance (MOT, servicing, inspections)
• Understanding of transport or logistics operations