Depot Coordinator

Job Description

If you are exceptionally organised and have an HR or reception background, we may have the perfect opportunity for you.As our Depot Coordinator, you will be supporting our Depot Management team through the provision of high-quality, cost-effective depot administration support including day-to-day cost reporting, and the recording of attendance and absences of staff.You will be working within our HR/payroll processes and supporting facility management on site. As Depot Coordinator, you will be working with colleagues within this site to ensure Whistl remains a great place to work, addressing any issues that arise, andsuggesting changes which will improve the working environment.Our site is operational 24/7 and this role will involve working Monday to Friday, 40-hours a week between 0700HRS - 1800HRS in order to fully support our management team. Key Duties of the Depot Coordinator

• Act as first point of contact within the depot for visitors, vendors, staff, and other internal departments, promptly resolving, re-directing and/or escalating issues appropriately
• Maintaining and processing all staff/payroll records for the depot including the collation and checking of all new starter paperwork, change, and leaver details.
• Supporting the recruitment of staff in liaison with the Depot Management team and approved recruitment agency(ies)
• Recording daily attendance, sickness, holidays, hours and overtime, utilising the relevant paperwork, working on our time & attendance and payroll systems
• Collating, checking and verifying worked hours. Producing daily and weekly reports on hours worked by Whistl and agency staff, updating the Whistl pay-roll and agency contract manager accordingly
• Supporting the Depot Manager with depot cost management tracking weekly spends against forecast; updating and forecasting payroll/additional hour requirements; setting-up new suppliers, raising purchase orders, and processing invoices on behalf of the depot;and, reviewing and negotiating costs with local vendors/suppliers
• Coordinating and monitoring the work of cleaning and facilities management contractors on-site to ensure they meet SLAs, escalating issues to the Depot Manager or Facilities team as appropriate
• Managing the room booking system, setting-up and organising refreshment requirements for meetings and client visits on site
• Contributing to the provision of regular performance reports to the business
• Assisting the Depot Management team with reasonable requests within capability
• Building relationships with internal and external service providers and clients to ensure efficient sharing of information
• Raising of Purchase Orders for operational needs such as agency workers, facilities, and other suppliers
• Acting as the main point of contact for absence notification, and facilitating contact with absent employees where notification is not received
• Maintaining the resource of required PPE equipment such as high visibility jackets and safety boots, ensuring they are available and suitable for use
• Facilitating the control of annual leave bookings and notifying management when requests conflict with operational need

We would welcome applications for this Depot Coordinator role from candidates with skills in the following areas: administration, HR, payroll, MS Office, reporting, data analysis, data entry, event management, recruitment, onboarding, supplier relations,and compliance. Benefits

• Enhanced Annual Leave entitlement starting at 31 days (including public holidays), increasing up to 36 days with long service
• Access to our prestige Benefits and Rewards Portal
• Health cash plan
• Life Assurance Scheme
• Career development opportunities
• Access to a well-established Employee Assistance Programme provider

Essential Skills

• 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 skills for data analysis, presentation, and reporting

Desirable Skills

• Organised
• Friendly
• Professional

About Company Whistl are a delivery management company providing efficient, high-quality, and competitively priced services across Business Mail, Parcels, Fulfilment, and Doordrop Media both in the UK and internationally. Distributing more than 4 billionitems 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 and is committed to equal opportunities for all in all of our employment policies and practices.

Keyskills :
AdminCommunicationComplianceData AnalysisData EntryEvent ManagementPayrollPresentationRecruitmentReportingOnboardingMS OfficeAdministrationIT LiterateSupplier Relationship ManagementDepot Coordinator