Operations Assistant

As Operations Administrator, you will provide administrative support to the Operations team at the Port of Leith, helping to ensure the smooth running of day-to-day activities. The role covers a range of administrative, operational and financial duties, including maintaining accurate records, processing payroll information, monitoring cargo movements and charges, and supporting reporting and reconciliations. You will work closely with colleagues, customers and external stakeholders, providing accurate and timely information. While primarily supporting Operations, you will also provide support to other areas of the port as required.

Key responsibilities:

• Provide administrative support to the Operations team, including routine correspondence, quotations, reports and ad hoc tasks.

• Record and administer operational resource allocation, including salaries, overtime, timesheets and working time information, ensuring accurate payroll records and monthly audits.

• Maintain employee absence and annual leave records through iTrent, process medical certificates and assist with occupational health arrangements.

• Record vessel calls, cargo movements and related operational information, ensuring accurate data is maintained within IPOS and supporting the transition to the ORM system.

• Monitor and reconcile cargo receipts, deliveries, tonnage and revenue, preparing accounts and reports for the Operations Manager and Senior Management.

• Monitor daily, weekly and monthly customer charges, including equipment hire, storage and cargo costs, and supplier costs, ensuring these are accurately recorded and processed.

• Maintain up-to-date customs clearance documentation and work with agents and customers using Destin8 to support import, export and cargo release processes.

• Liaise with internal departments, shipping agents, customers, suppliers and weighbridge operators to support the effective coordination of port activities.

• Support the administration and auditing of Leith's QMS ISO 9001:2015, TASCC and Organic Food Federation accreditation systems, alongside purchase orders and related processes.

• Provide flexible support across the port as required, including weighbridge activities, shed and grain monitoring, colleague cover and ad hoc operational projects.

What we're looking for:

As Operations Administrator, you will provide administrative support to the Operations team at the Port of Leith, helping to ensure the smooth running of day to day activities. The role covers a range of administrative, operational and financial duties, including maintaining accurate records, processing payroll information, monitoring cargo movements and charges, and supporting reporting and reconciliations. You will work closely with colleagues, customers and external stakeholders, providing accurate and timely information. While primarily supporting Operations, you will also provide support to other areas of the port as required.

Skills & Qualifications:

• Experienced and capable administrator who has worked in a similar role in a transport, logistics or cargo operations environment.

• Must have excellent IT skills including good working knowledge of Microsoft Office packages, particularly Excel.

• Ability to effectively prioritise tasks and remain calm and helpful when under pressure.

• Must be able to build and maintain good working relationships with customers and suppliers.

• Full UK Working Rights

What Forth Ports can offer you

At Forth Ports, our people are our priority, and we are committed to creating a flexible, open, and supportive working culture. As part of our team, you will enjoy

• A competitive salary

• Generous annual leave entitlement

• Defined contribution pension scheme with up to 16.5% joint contribution plus life assurance at 4x salary

• In‑house Occupational Health — Provides professional workplace health advice, support, and guidance for employees across all sites

• Employee Assistance Programme (EAP) — Delivered through Health Assured, offering 24/7, 365‑day confidential wellbeing support via the Wisdom app or telephone access, covering mental health, financial advice, legal guidance, and emotional wellbeing

• Physiotherapy Support — Access to physiotherapy sessions through three external providers in Scotland, plus an onsite physiotherapist once per week in Tilbury

• An annual Christmas thank you gift of a complimentary turkey or meat-free alternative for all employees

• GymFlex health club memberships offering discounted access to gyms including Nuffield Health, PureGym, Anytime Fitness, The Gym Group, and selected local gyms

• Cycle to Work scheme to support affordable, sustainable commuting

• On-site free parking available for all employees

• Attractive family-friendly policies, including enhanced maternity cover

• Employee discount platform providing savings on UK-wide restaurants, retail, car rentals, days out, and holidays 

We value diversity and inclusivity, and we are an equal opportunities employer. We welcome applications from candidates of all backgrounds and will consider all applications for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, or disability status.

As a signatory to the Armed Forces Covenant, we are committed to ensuring that members of the Armed Forces community are treated fairly and are not disadvantaged in their civilian careers because of their service.

We welcome applications from veterans, reservists, cadet force adult volunteers, and military spouses/partners, and we actively support flexible and inclusive recruitment practices.

How to Apply:

Please submit your CV and a cover letter when submitting your application via the ‘Apply Now’ link.