OVERVIEW

To ensure the smooth daily operation of the Vehicle Management System (VMS) and Couriers & Deliveries Office on The client site. The officer is the first point of contact for all Vehicle Management customers and delivery-related queries, acting as a liaison between the Preview Team, Site Team, and external stakeholders. The role supports logistical efficiency and high standards of service delivery in accordance with company policies and client expectations.

DUTIES

• Operate and manage the Vehicle Management & Courier and Deliveries Office.
• Ensure all equipment is in working order at the start of each shift and complete relevant equipment check sheets.
• Maintain cleanliness and good order of the office and surrounding areas under the officer’s responsibility.
• Keep the VMS updated and prepare all necessary documents for each shift.
• Respond to all reasonable instructions or duties assigned by the Logistics Manager, senior management, or the client.
• Adhere to and promote all Health & Safety standards; report all accidents and near misses promptly.
• Follow all Radio and Voice procedures, relay logistical information accurately and in a timely manner.
• Ensure compliance with client personnel policies and operational standards.
• Provide verbal and written reports on VMS-related issues as required.
• Support a strong team culture across departments.
• Deliver and uphold exceptional levels of customer service.
• Seek and suggest opportunities for continuous improvement in individual and team performance.
• Minimize waste and reduce costs through effective use of materials and resources.

DAILY TASKS

• Ensure the scanning machine is functional and QR Code app is scanned/sent to Security Operations daily.
• Scan and log all vehicles on the VMS. If QR code is missing, print, date-stamp, sign, and hand over a copy to the driver.
• Record all vehicles on the Sustainability Sheet.
• Regularly monitor the VMS email inbox and respond as needed.
• Approve new VMS accounts.
• Handle incoming VMS and delivery-related calls; maintain the outgoing log for all on-site tenant collections.
• Ensure courier collections are signed and time-stamped by couriers.
• Scan and log all incoming packages via the Send Suite system.
• Contact onsite Dog Handlers for any suspicious packages.
• Ensure all incoming packages have the correct colour-coded labels.
• Use the Send Suite system to trace undelivered packages and provide delivery details to tenants.
• Sort and distribute incoming Royal Mail for client and other designated parties.
• Frank and log all outgoing Royal Mail.
• Book and log all courier collections.
• Maintain cost spreadsheets for client-related logistics (e.g., water, postage).
• Keep the franking machine topped up and in good working order.