Dairy Logistics Manager Job Description

This Dairy Logistics Manager job description sets out the main duties, qualifications, skills and measures of success for the role, which is also known as Transport Manager, Distribution Manager, Fleet Manager or Milk Collection Manager. Download it free as a Word or PDF template and adapt it for your own vacancy.

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Job title	Dairy Logistics Manager
Also known as	Transport Manager, Distribution Manager, Fleet Manager, Milk Collection Manager
Department	Procurement, supply chain and logistics
Reports to	Supply Chain Manager or Operations Director
Direct reports	Transport planners and fleet supervisors and, through them, drivers and depot staff

What does a Dairy Logistics Manager do?

Runs transport for a dairy processor, from milk collection on farm to chilled delivery to customers. Manages the fleet and contract hauliers, plans efficient routes, protects the cold chain and makes sure drivers work safely and legally, while keeping cost per litre down and deliveries on time.

Dairy Logistics Manager duties and responsibilities

Milk collection

Plan milk collection routes and schedules so every supplier is collected on time
Balance collection volumes with site intake capacity and processing plans
Agree new suppliers, route changes and collection frequency with milk procurement
Make sure tanker drivers sample milk, record volumes and check temperatures correctly
Plan for seasonal peaks and troughs in milk supply

Chilled distribution

Plan deliveries to retail depots, food-service customers and outlets to meet booked slots
Match transport capacity with orders and promotions alongside sales and planning
Oversee loading, despatch and the return of crates, trays and pallets
Resolve delivery failures, customer complaints and claims quickly

Fleet and hauliers

Manage the owned fleet and contract hauliers to agreed service levels
Tender and negotiate haulage contracts and rates with procurement
Plan vehicle maintenance, inspections and replacement with the workshop or service provider
Make sure tankers and refrigerated vehicles are cleaned and sanitised to the required standard
Review fleet size, vehicle types and utilisation to cut empty running

Cold chain and food safety

Set and monitor temperature limits for raw milk and chilled products in transit
Use telematics and temperature records to spot and correct breaks in the cold chain
Investigate temperature failures and agree product hold or rejection with quality assurance
Keep transport records ready for food safety audits and customer inspections

Driver safety and compliance

Make sure drivers meet licensing, driving hours, rest and vehicle check rules
Run driver induction, training and on-road assessments
Investigate road incidents and near misses and act on the findings
Promote safe loading, unloading, tanker access and farm yard safety
Manage driver rotas, absence and performance fairly

Cost and performance

Prepare and control the transport budget
Track cost per litre collected and per case or pallet delivered
Use routing software and data to improve fill rates, mileage and fuel use
Cut transport emissions through route planning, fuel choice and driver behaviour
Report collection, delivery and cost performance to senior management

Dairy Logistics Manager qualifications and experience

Essential

Degree or diploma in logistics, supply chain, business or a related subject, or equivalent experience
Solid experience managing transport in food, dairy or chilled distribution
Knowledge of driving hours, vehicle and road transport regulations
Experience managing contract hauliers and negotiating rates
Understanding of cold chain control and food safety in transport
Experience using routing, telematics or transport management systems
Experience leading planners, supervisors and drivers

Desirable

Professional qualification in transport management
Experience of bulk milk tanker collection
Knowledge of route optimisation modelling
Experience reducing fleet emissions or introducing alternative fuels

Skills and attributes

Planning and scheduling
Leadership of shift and field-based teams
Data analysis and cost control
Problem solving under pressure
Negotiation with hauliers and customers
Clear communication
Strong safety awareness

How success is measured

Cost per litre collected and per unit delivered
On-time, in-full delivery to customers
Milk collections completed on schedule
Cold chain temperature compliance
Road incidents and driver compliance breaches
Vehicle utilisation and fuel efficiency

Working conditions and safety

Based at a processing site or depot, with visits to farms, depots and customers. Transport runs seven days a week, so the role includes an on-call rota and some early or late working.

Follow health and safety rules and safe systems of work, and wear the correct PPE
Follow food safety, hygiene, HACCP and quality procedures at all times
Report hazards, accidents, near misses and concerns promptly

Dairy Logistics Manager interview questions

Use these questions to assess candidates for a Dairy Logistics Manager role. Each one includes what a good answer shows.

How do you plan milk collection routes to balance cost, milk quality and farm needs?
What a good answer shows: Considers volumes, distance, tank sizes, collection times, intake capacity and temperature; uses routing tools and reviews routes regularly.
Which measures would you use to manage transport cost per litre?
What a good answer shows: Fill rates, mileage, fuel use, empty running, driver hours, haulier rates and vehicle utilisation, tracked and acted on.
How do you protect the cold chain from plant to customer?
What a good answer shows: Temperature limits, pre-chilled vehicles, telematics alerts, loading and door discipline, good records and clear action when limits break.
How do you decide between an owned fleet and contract hauliers?
What a good answer shows: Compares cost, flexibility, control, service, risk and capital; often a mix, with clear contracts and performance measures.
A tanker breaks down with ten farms still to collect. What do you do?
What a good answer shows: Checks the driver is safe, reallocates nearby tankers, informs farms and intake, protects milk temperature, then reviews contingency plans.
A major retailer complains of repeated late deliveries. How do you respond?
What a good answer shows: Gets the data, finds root causes, agrees a recovery plan with the customer, fixes planning or capacity gaps and reports progress.
How do you make sure drivers comply with driving hours and vehicle check rules?
What a good answer shows: Training, analysis of driving records, audits, prompt follow-up of breaches, and schedules that make legal compliance achievable.
A temperature record shows a load spent two hours above its limit. What happens next?
What a good answer shows: Holds product, informs QA, investigates the cause, decides on food safety evidence, informs the customer if needed and prevents recurrence.
How do you manage drivers who work remotely and across shifts?
What a good answer shows: Regular contact, clear standards, fair rotas, recognition, coaching from on-road assessments and consistent handling of performance issues.
How have you improved engagement or retention in a transport team?
What a good answer shows: Specific actions such as better rotas, training, communication or equipment, with evidence of lower turnover or absence.

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Frequently asked questions

What does a Dairy Logistics Manager do?

What qualifications does a Dairy Logistics Manager need?

Employers usually look for: degree or diploma in logistics, supply chain, business or a related subject, or equivalent experience; solid experience managing transport in food, dairy or chilled distribution; knowledge of driving hours, vehicle and road transport regulations.

Who does a Dairy Logistics Manager report to?

A Dairy Logistics Manager usually reports to the Supply Chain Manager or Operations Director. Direct reports typically include transport planners and fleet supervisors and, through them, drivers and depot staff.

Can I use this Dairy Logistics Manager job description for my own vacancy?

Yes. Download the free Word template, add your location, contract and salary details, and adapt the duties to your site. You can then advertise the role on Dairy Jobs.