Terminal Administrator

Reports to

Operations Manager

Role Overview

Nova Cement Scotland are looking for a Terminal Administrator to support the day-to-day administrative and documentation needs of our cement terminal. This role is critical to ensuring that all truck movements, documentation, reporting, and invoicing support activities are recorded accurately and communicated efficiently between operations, finance, suppliers, and head office.

The role is operationally focused but non-managerial. The Administrator does not make operational or commercial decisions but ensures that information, paperwork, and records are complete, accurate, and audit-ready at all times.

Key Responsibilities

Documentation & Records

• Prepare, check, and file CMRs, waybills, delivery notes, and weighbridge tickets
• Maintain accurate daily stock and movement records
• Ensure all terminal documentation is correctly stored, traceable, and retrievable

Data & Reporting

• Maintain daily truck movement and tonnage logs
• Track inventory movements and basic stock reconciliations
• Prepare simple daily and weekly operational reports and KPIs as requested

Invoicing Support

• Cross-check dispatched quantities against agreed prices and contracts
• Prepare load and delivery data for the finance team for invoicing
• Flag discrepancies, missing data, or inconsistencies to the Operations Manager

Compliance & Quality Administration

• Maintain organised records for quality documentation, permits, audits, and H&S paperwork
• Support sample tracking and documentation for quality control purposes
• Assist with audit preparation by ensuring all required documents are complete and up to date
• No ownership of compliance decisions, documentation support only

Supplier & Contractor Administration

• Raise and track purchase orders as instructed
• Collect and check contractor timesheets and basic cost records
• Maintain contractor documentation including training records, insurance certificates, and approvals

General Office & Operational Support

• Manage terminal records and filing systems
• Support onboarding paperwork for new staff and contractors
• Provide local administrative support for the terminal team
• Support order taking and customer calls where required

Skills & Experience

• Previous experience in an administrative or operations support role
• Comfortable working with Excel and basic reporting
• Strong attention to detail and document control
• Ability to work in a structured, process-driven environment
• Clear written and verbal communication skills
• Experience in logistics, construction materials, ports, or industrial operations is a plus

Personal Attributes

• Organised, reliable, and methodical
• Comfortable working in a busy operational environment
• Able to follow procedures and escalate issues when needed

What We Offer

• Stable role within an operational industrial environment
• Clear responsibilities and reporting lines
• Opportunity to grow with the terminal as operations scale

Job Types: Full-time, Permanent

Pay: £27,000.00-£32,000.00 per year

Work Location: In person