Administration keeps the Road Transport Industry moving. Administration people make sure the freight orders come in and go out, the bills get sent and paid, finances are tracked, government rules are followed, and the necessary business records kept. Without accurate and efficient administration road transport businesses quickly run into trouble.

Administration people are found across a wide range of road transport, warehousing and logistics activities. Sometimes being part of a business unit such as maintenance or purchasing, other times administration is centralised and provides a service to different parts of a business. In common with other parts of the industry, administration relies heavily on the use of technology such as a computers and business programmes to get the job done. This reliance on technology will only increase.

Summary of Occupation

Administration covers a large variety of activities ranging from the straight-forward to the more complex requiring significant knowledge and formal qualifications. Some roles are outward facing requiring dealing with customers, suppliers, employees, and contractors. Other roles have less involvement with others outside their workplace.

You might find that you start your career in administration and find it a great springboard into driving or another road transport, warehousing, or logistics job – or the other way around. For some, with the interest and ability, a career in administration can lead to a managerial position.

Administration knowledge and skills are very portable and what you learn in other industries can be valuable in a road transport career.

Examples of administration roles are:

  • General Clerk
  • Finance Clerks – Accounts Receivable/Accounts Payable
  • Administration Assistant
  • Transport Clerk
  • Logistics Clerk

Knowledge, Skills and Attributes

In administration, it’s possible to start your career in an entry level role with no formal qualifications other than high school and work your way up to more senior roles as you gain experience and skills. You might also be able to obtain a formal traineeship where, in addition to being paid for your job, your employer supports you studying for a formal qualification at the same time. More senior positions require skills gained through experience and/or formal training.

Some of the more common administration jobs and the qualifications they might need are:

Accounts Clerks

Accounts Clerks monitor creditor and debtor accounts, undertake related routine documentation, and calculate and investigate the cost of wages, materials, overheads and other operating costs.

Prepares and processes documentation related to accounts payable and receivable. Typical tasks include:

  • preparing and processing documentation related to accounts payable and receivable
  • reconciling invoices and despatching payments
  • calculating, analysing and investigating the costs of proposed expenditure, wages and standard costs
  • preparing bank reconciliations
  • allocating expenditure to specified budget accounts
  • summarising expenditure and receipts
  • preparing records of standard costs and values for items such as raw materials and packaging supplies
  • recording cost variations and contract price movements
  • compiling cost data for preparation of operating budgets, and profit and loss calculations
  • investigating the costs of proposed expenditures, quotations and estimates
  • preparing reports of total costs, inventory adjustments, selling prices and profits

Logistics Clerk

Logistic clerks record and coordinate the flow of work and materials between parts of a business and/or external customers, examine orders for goods and prepare production schedules. They may also perform the following tasks:

  • requisition supplies from stock and send orders to production departments and other firms
  • confirm completion of orders and compliance with details specified
  • receive and check purchase requests against inventory records and stock on hand
  • examine orders and compile data for production schedules
  • check inventories and prepare delivery schedules
  • investigate and identify supply sources and prepare and process purchase orders
  • count incoming stock and reconcile it with requisitions
  • update inventory and stock location records

Transport & Despatch Clerks

Transport and Despatch Clerks verify and maintain records of incoming and outgoing goods, prepare goods for despatch, arrange clearance and collection of and arrange shipment of cargo. Typical tasks include:

  • identifying items and containers of incoming and outgoing shipments and verifying them against consignment records
  • ensuring outgoing shipments are in good condition and meet specifications
  • arranging internal distribution of goods received
  • organising the despatch of goods with completed documentation
  • maintaining prescribed records of goods received and despatched
  • examining shipping documents and verifying cargo to be released
  • recording customs clearance requirements and authorising collection of cargo
  • calculating storage and clearance charges and billing customers
  • receiving details of outgoing cargo, and arranging bookings of freight space and collection of goods from customers
  • providing information to customers on custom tariffs, tariff classifications and concessions, and methods of clearing goods

The formal qualifications that are becoming more in demand are:

  • Diploma of Accounting
  • Certificate IV Accounting and Bookkeeping
  • Certificate III Accounts Administration
  • Diploma of Business
  • Diploma of Business Administration
  • Certificate IV in Business
  • Certificate IV in Business Administration
  • Certificate IV in Leadership and Management
  • Certificate III in Business
  • Certificate III in Business Administration
  • Certificate II in Business
  • Certificate I in Business

You can check out the course requirements and find a training provider using the Road Transport Careers Training Search.

In addition to their qualifications and experience, all warehousing and logistics roles require:

  • English and numeracy proficiency
  • Proficiency in using digital data and technology
  • Time management
  • Self-motivation
  • Initiative
  • Interpersonal skills
  • Works effectively in a team
  • High level of customer service focus
  • Attention to detail
  • Ability to work quickly and accurately
  • A safety-first approach

Working Conditions

Administration roles are more likely to have standard hours working Monday to Friday than many other jobs in the Road Transport Industry, but this is very dependent on your job. Longer hours can be expected during busy times.

Conditions of employment for all employees include at least the 10 National Employment Standards, with non-managerial and non-supervisory roles being covered by a Modern Award such as the Clerks Private Sector Award 2010 or an enterprise agreement that provides other conditions of employment. Some people might also receive above award wages or conditions of employment negotiated with their employer.

Income Details

Wages will be at least the amount provided in the award that applies to your job. Many employers pay above the award to attract and retain good workers and some business have enterprise agreements that provide wages and conditions of employment.

Examples of wages (including overtime and other penalties) are:

  • Purchasing & Supply Logistics Clerk $1 251 per week
  • Transport & Despatch Clerks $1 356 per week
  • Accounts Clerks $1 190 per week