Planning Administrator

JOB SPECIFICATION

Planning Administrator

• Location: Oadby, Leicester
• Reports To: Operations Manager
• Position Type: Full-time, Monday–Friday
• Hours: 08:00/1600 or 09:00/17:00 (35 hours/week)

PURPOSE OF THE ROLE

This role provides non-lead, foundational administrative support to the transport planning team. You are responsible for high-volume, accurate data entry into core systems, continuous inbox triage, applying client-specific movement rules, and acting as a frontline telephone contact for driver and customer operational queries.

CORE RESPONSIBILITIES

1. Data Entry & Job Creation

• Inbox Triage: Continuously monitor and triage the main shared Outlook inbox to identify new vehicle movement requests, job amendments, and cancellations.
• Manual Job Building: Input, build, and publish transport jobs directly into Citrix and internal platforms from incoming spreadsheets, portals, and client emails.
• Client Rule Execution: Ensure precise application of client-specific constraints, routing guidelines, vehicle appraisal protocols, and deadlines when setting up jobs.

2. Frontline Operations & Driver Support

• Inbound Telephony: Act as an immediate point of contact for incoming telephone calls from trade plate drivers, clients, and internal staff.
• Exception Logging: Handle day-to-day operational issues raised by drivers on the road (e.g., logging job aborts, split movements, breakdowns, or waiting time).
• Communication & Queries: Escalate complex routing or capacity issues to the Planning Lead while independently resolving routine booking or system queries.

3. Records & Data Integrity

• Status Updates: Keep system records updated in real time to ensure job status accurately reflects physical movements.
• Filing & Compliance: Upload and archive job paperwork, key receipts, and delivery confirmations to maintain audit readiness for invoicing.

REQUIRED SKILLS & EXPERIENCE

• Data Precision: Meticulous attention to detail and zero-error tolerance when executing repetitive, high-volume data entry.
• Software Competency: Practical fluency with Microsoft Office (Outlook, Excel, Word) and comfortable operating within virtual database environments (Citrix).
• Communication: Clear, confident, and professional telephone manner alongside concise email etiquette.
• Multitasking: Ability to handle high-frequency email flows and phone calls without losing track of active data entry tasks.

Pay: £12.71 per hour

Expected hours: 35.0 per week

Benefits:

• Casual dress
• Company pension
• Free parking
• On-site parking

Work Location: In person