Admin Assistant

The successful candidate will work closely with management and will play an important role in supporting the daily administration and operations of Smart Group Transport.

You will communicate with drivers, schools, parents, passengers, clients, and suppliers, while ensuring that records, documentation, and operational information are maintained accurately.

The role will suit someone who is highly organised, confident on the telephone, comfortable using computers and able to manage multiple tasks while working to deadlines.

Administration & Office Support

• Provide general administrative support to management and the wider team.
• Answer telephone calls, emails, and WhatsApp enquiries professionally.
• Maintain accurate records and update company systems.
• Prepare letters, emails, documents, and reports.
• Organise and maintain electronic and paper filing systems.
• Manage incoming and outgoing correspondence.
• Assist with invoices, purchase orders, and basic financial administration.
• Assist management with day-to-day office tasks and projects.

Transport Operations

• Assist with the daily coordination of transport services.
• Communicate with drivers regarding routes, schedules, changes, and operational requirements.
• Assist with allocating and updating transport jobs.
• Monitor transport schedules and communicate any changes promptly.
• Liaise with schools, parents, councils, and other customers regarding transport arrangements.
• Record and escalate any operational issues, delays or incidents to management.
• Assist with resolving customer queries and complaints professionally.

Compliance & Driver Administration

• Maintain accurate driver records and documentation.
• Assist with monitoring driver licences, DBS checks, training records, and other compliance documentation.
• Maintain vehicle and operational records.
• Assist with arranging driver training and compliance checks.
• Ensure relevant documentation is kept up to date.
• Support management with audits, inspections, and compliance administration.

Customer Service

• Provide a professional and friendly first point of contact for customers.
• Deal with enquiries from parents, schools, passengers, and clients.
• Respond to queries promptly and professionally.
• Record complaints and assist management with investigations and responses.
• Build positive working relationships with customers, drivers, and external organisations.