Depot Administrator

Are you ready to take your depot coordination skills to the next level? Whistl Northampton site is seeking a Depot Administrator to join our dynamic team.

In this role, you'll play a vital part in supporting our Depot Management team by providing top-notch administrative support.

From day-to-day cost reporting to managing HR/payroll processes and vendor relationships, you'll ensure smooth operations in compliance with company standards and regulations.

With at least two years of experience in a similar role, you'll bring the knowledge and skills needed to excel in this position.

Join us at Whistl and be part of delivering the highest quality, most cost-effective solutions for our valued customers.

Day to day, the Depot Coordinator will be responsible for the following tasks:

• Act as the first point of contact within the Depot for visitors, vendors, staff and other internal departments, promptly resolving, re-directing and/or escalating issues appropriately.
• Maintain and process all staff/payroll records for the Depot. Collate and check all New Starter, change and leaver paperwork and details.
• Support the Depot Management team with staff recruitment (in liaison with recruitment agencies), notetaking in any investigations or disciplinary meetings, and any other duties such as photocopying, writing letters, and filing as and when required
• Record daily attendance, sickness, holidays, hours and overtime utilising the relevant paperwork, time & attendance (Kronos) and payroll systems (Northgate). Collate, check and verify worked hours and produce daily and weekly reports on hours worked by Whistl and agency staff.
• Support the Depot Manager with Depot cost management and tracking weekly spending against forecast, updating and forecasting payroll/additional hour requirements, setting up new suppliers, raising purchase orders, processing invoices, and reviewing and negotiating costs with local vendors/suppliers.
• Coordinate and monitor the work of cleaning and facilities management contractors to ensure they meet SLA.
• Manage the room booking system. Set up and organise refreshment requirements for meetings and client visits on site.

This Depot Coordinator role would suit candidates with the following skills or experience: administration, HR, payroll, MS Office, reporting, admin, data analysis, data entry, event management, recruitment, onboarding, supplier relationship management, compliance, or as Depot Coordinator, Administrator, PA or in a similar role.

• Enhanced annual leave entitlement
• Access to our prestige Benefits and Rewards Portal
• Long service rewards
• Health cash plan
• Life Assurance Scheme
• Career development opportunities
• Access to a well-established Employee Assistance Programme provider

Working Hours

Working hours are Monday to Friday, 8:00 to 16:30.

This Depot Administrator role requires the following skills and experience:

• Excellent and confident communicator both verbally and in writing; able to influence, build relationships and gain commitment from people at all levels.
• Able to work effectively as a part of a team, demonstrating a hands-on, energetic style with a can-do, will-do attitude.
• Able to consistently produce high-quality and accurate work with excellent attention to detail and a right-first-time mentality.
• Able to work with minimum supervision. Can demonstrate the ability to effectively evaluate a situation and escalate appropriately.
• Able to deal with confidential and sensitive information. Resilient and adequately robust when dealing with sensitive issues or conflicting viewpoints.
• Excellent organisational skills with the ability to prioritise workload and work to conflicting, frequently demanding deadlines.
• Intermediate skills with MS Office, particularly Word, Excel, Outlook and PowerPoint, and data analysis, presentation and reporting skills.

Whistl is a delivery management company providing efficient, high-quality and competitively priced services across business mail, parcels, fulfilment and doordrop media in the UK and internationally. Distributing more than 4 billion items annually, we are market leaders in Downstream Access Mail (DSA) services, handling over 50% of bulk business mail in the UK.

Whistl is a Disability Confident employer committed to equal opportunities for all in all our employment policies and practices.