Transport administrator jobs and cover
Transport administrators keep the records a transport office depends on: tachograph data, driver and vehicle files, proof of delivery and the paperwork behind each invoice.
The job
A transport administrator handles the records a transport office keeps: tachograph downloads and analysis, driver and vehicle files, holiday and shift records, walkaround check sheets, defect reports, proof of delivery and the paperwork behind each invoice. The administrator chases what is missing, raises infringement reports and keeps the files that an audit would ask for.
The job is accuracy. A missing tacho card download, a defect report that was not actioned or a proof of delivery that never came back each cause a problem later, for compliance or for an invoice. An administrator who catches these early saves the planner and the manager a lot of work.
Administrators talk to drivers and customers as well as to software. They remind drivers about missing records, deal with customer queries about a delivery, and pass issues to the planner or the manager.
Sectors that use this role
Related roles
Skills and records
Tachograph records are the core of the job. GOV.UK says an operator must download data from a driver card at least every 28 calendar days, and immediately before the driver stops being employed, which it says also applies to agency drivers. Data from the vehicle unit must be downloaded at least every 90 calendar days. An employer or operator needs a company card to download data from digital or smart tachographs, and drivers must make their cards available for the employer to download.
Operators must also make regular checks of tachograph charts, manual records and digital data, and be able to produce records to enforcement officers for 12 months. GOV.UK says drivers’ hours records must be kept for at least one year.
Vehicle records matter as much. An operator must keep records of safety inspections and maintenance for a minimum of 15 months, and DVSA guidance says a report listing defects is part of the vehicle’s maintenance record and must be kept for at least 15 months. The driver records “nil” on the walkaround form when no defects are found, so a missing form is a gap the administrator chases.
Sources: GOV.UK, Drivers’ hours: tachograph rules and responsibilities of vehicle operators; Carry out daily HGV walkaround checks; DVSA, Guide to maintaining roadworthiness (checked 1 October 2026).
Shifts
- Office hours
- Day shifts cover the working day of the office, from the first driver call to the last invoice run.
- Early starts
- Some offices start early to process overnight records and clear the morning’s paperwork.
- Late finishes
- A later finish covers evening returns and the end-of-day checks.
- Weekend cover
- Operators that run at weekends book administration cover for Saturday and Sunday.
Pay basis
Temporary cover is paid by the hour, and permanent roles are salaried. The rate depends on the systems, the volume of records and the client. We do not publish rates on this site.
The National Living Wage is the legal floor for workers aged 21 and over, and no booking pays below the legal minimum wage. You are told the rate before you accept a booking.
Checks we run
Right to work
Checked before the first shift, with a record kept.
Systems experience
We ask which tachograph analysis and transport systems you have used.
References
References cover accuracy, reliability and how you deal with drivers and customers.
The full list of checks is on the compliance checks page.
Questions about transport administrator work
- How often must tachograph data be downloaded?
GOV.UK says driver card data must be downloaded at least every 28 calendar days and vehicle unit data at least every 90 calendar days. A driver card is also downloaded immediately before the driver stops being employed, and GOV.UK adds that this applies to agency drivers.
- How long are drivers’ hours and defect records kept?
GOV.UK says drivers’ hours records must be kept for at least one year and be available for the last 12 months. DVSA guidance says a defect report is part of the vehicle’s maintenance record and is kept for at least 15 months.
- Do I need tacho analysis software experience?
It helps. Most offices use analysis software to read driver card and vehicle data, and clients prefer someone who has used one. The booking says which.
- Is the work office-based?
Yes. It is desk-based with contact by phone and email with drivers and customers. The booking states the shift pattern.
- Can I register for temporary cover?
Yes. Tell us the systems you have used and the hours you can work, and we offer cover that fits.
Book a transport administrator
Give us the office, the systems, the shift pattern and the start date. We come back on who can cover it.