Administrative Specialist

Job Req Number: 67580

Time Type: Full Time

Role details

Role

Administrative Specialist (DSV Solutions)

Business Unit code, name and location

DSV Gateway, Peterborough

Date

21/04/2021

Role profile

Working context

To provide a customer focused administration service on selected account(s). Working directly with client’s customer service team and DSV management to achieve delivery targets on orders as per customer requirements. Using DSV tools to source and utilise best rates for suppliers and capture all costs associated with achieving contractual Service Level Agreements (SLA). Updating KPIs’ to monitor service performance at contractual level. 

Primary purpose of the role

Reporting to the Supervisor the Administrative Specialist has day to day responsibility for the running of the contract administrative duties in a customer service capacity. The Admin specialist must ensure that the customer’s operational requirements are met at order level to ensure deliveries are delivered on time in full and compliant with delivery requirements including any VAS and delivery restrictions.

The Administrative Specialist will be the first line support for the customer and DSV to ensure that all issues are proactively handled to reduce liability for DSV and eliminate service fails.

The Administrative Specialist is a committed player within the site administration team supporting colleagues within all departments in providing an enhanced service to customers whilst maintaining and promoting DSV best practices.

Key accountability areas

The above list of accountabilities is not exclusive or exhaustive and is not intended as a list of individual tasks. The role holder will be required to undertake such tasks as may reasonably be expected commensurate with the scope and grading of the role. Role profiles should be regularly reviewed to ensure they are an accurate representation of the role.

General responsibilities

1. Understand and comply with all relevant Company rules, agreements, policies, procedures and with all relevant legislative requirements and codes of practice.
2. Ensure Company business is treated in the strictest confidence and not disclosed to persons outside the Company.
3. Act in a professional manner, ensure good working relationships are maintained and promote a good image of the Company at all times
4. Maintain and comply with all Health, Safety and Environmental standards and to appreciate the responsibility you have to adhere to the respective procedures.
5. Be aware that the Company operates a Quality Assurance system ISO 9001:2008 and adhere to the respective procedures.
6. Ensure a good standard of housekeeping through observance of relevant Company policies and ensure that work areas are secure and locked when unoccupied.
7. Where appropriate challenge and determine reasons for presence on site of any unauthorised person.
8. Attend any development training as required in compliance with the Company’s commitment to the Investors in People standard.

1

To ensure all orders are processed according to customer/order specifications within the framework of CargoWrite & CargoLink. Updating SharePoint, WMS and PRS tracker. Check paperwork on return to office and file accordingly. 

2

Book all inbounds as per DSV site procedures ensuring all documentation and information is available. Creating inbound paperwork required by warehouse including Batch header and inbound control sheet. Updating weekly stock statement to allow production of inbound controls.

3

Ensure Transport consignments are arranged as per customer requirements, via Cargolink as per DSV procedures to allow the transport department to arrange haulage. Follow through delivery success/failures to capture POD record to supply to customer.

4

Maintain accurate and up to date KPI figures for DSV including office data, key accounts and Retail / Wholesale.

5

Maintain returns records and process as per contractual agreements. Liaise with the Key Account Supervisor to take action where SLA’s are not being met.

6

Provide excellent customer service as first point of contact for the customer. Answering calls and emails. Work with warehouse, transport and management teams to ensure issues are resolved and take ownership if any concerns are raised. Manage personal emails and shared inbox emails assigned to your name, responding within SLA providing accurate updates.

7

Produce VAS files including labels, templates and DSV recording documents for the Warehouse VAS team. Priority management of the VAS according to bookings. Provide warehouse operations team with knowledge and support to ensure all delivery standards are met.

8

Promoting the good name of DSV Solutions (and its associated companies within the DSV Group) by adopting a professional approach at all times. 

Organisation Structure

Manager(s) job title

Supervisor (DSV Solutions)

Job title(s) of direct colleagues

Administrative Specialist’s

Key working relationships

Customer Relationship – accountability to perform on or above our customer expectations, working together with the CST in achieving successful cost effective solution to their business requirement.

Colleague Relationship – Critical communication relationship with Warehouse Supervisors and Administration team to meet SLA. Providing the lead support on all queries regarding delivering of contract.

Site Management – reporting escalations requiring intervention where there is potential for SLA failure. Supply information relevant to account to enhance business relationship between DSV and Customer.

Other Information

Working environment is office based, this is currently on ground floor office and the first floor mezzanine pod office within the VAS department. Physical demands of job include paperwork movement from ground floor to third floor mezzanine.

Foundation Competencies

Essential

Desirable

Education & Qualifications

• 4 GCSE’s or equivalent

Experience

• 1 year of a Customer Service role
• Understanding of warehouse and logistic operations
• Invoicing and KPI reporting knowledge

Specialist Knowledge & Skills

• Microsoft Office Skills
• Knowledge of CargoWrite
• CargoLink
• Knowledge of stock systems and warehouse operations

Interpersonal & Communication Skills

• Highly motivated with a positive attitude
• High organisational skills, ability to prioritise and manage work load
• Excellent communication skills, ability to communicate at all levels

Other

DSV – Global Transport and Logistics

DSV is a dynamic workplace that fosters inclusivity and diversity. We conduct our business with integrity, respecting different cultures and the dignity and rights of individuals. When you join DSV, you are working for one of the very best performing companies in the transport and logistics industry. You’ll join a talented team of approximately 75,000 employees in over 80 countries, working passionately to deliver great customer experiences and high-quality services. DSV aspires to lead the way towards a more sustainable future for our industry and are committed to trading on nature’s terms.

We promote collaboration and transparency and strive to attract, motivate and retain talented people in a culture of respect. If you are driven, talented and wish to be part of a progressive and versatile organisation, we’ll support you and your need to achieve your potential and forward your career.

Visit dsv.com and follow us on LinkedIn, Facebook and Twitter.

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