Fleet Administrator - Specialized Services

VACANCY: Fleet Administrator - (FSG Specialised Services)

Purpose of the Role:

Fleet administration responsible for supporting the fleet specialised department with regards to all administration

Main Responsibilities

• Budgeting and cost control.
• Track fleet expensesincluding fuel maintenance and repairs to improve vehicle efficiency and reduce overall cost.
• Analyse spending reports and make recommendations to reduce overheads
• Driver Management assigning vehicles to drivers track driver performance behaviour and compliance with safety regulations
• Ensure proper licensing and training of all drivers.
• Oversee the use and deployment of vehicles across departments or regions.
• Minimise vehicle downtime through timely repairs and servicing.
• Receiving of repairs maintenance and tyre quotes from all suppliers via email and loading quotes on GreenFleet
• Issue pre reference number to dealers for vehicles under maintenance plan
• Check history of each vehicle
• Flag any discrepancies eg: duplicate repairs incorrect labour rates incorrect odo readings etc
• Ensure vehicle history report and all relevant documentation is attached prior to sending quotes for approval to Fleet Manager
• Create and send purchase orders to relevant parties
• Repair cost verification
• Follow up with suppliers on invoices and open POs
• Receive & receipt invoices
• Attend to and resolve queries
• Load daily quotes received from all suppliers on tracking report
• Liaise with suppliers fleet controllers fleet managers and internal customers
• Order company fuel cards
• Consolidate Open PO report and Engen report
• Issue licence discs to fleet controllers
• Load asset verification photos for private staff on the system
• Traffic fines management
• Maintain accurate filing records for vehicle fleet
• Adhoc administrative tasks as delegated by Admin Manager and Fleet Manager
• General administrative duties (printing scanning etc)
• Generate POs
• Request invoices and receipt
• Liaise with supplier and internal customers
• Consolidate weekly accidents reports Open order report
• Procurement and Disposals: Complete Capex 2 disposal

Accident admin:

• Monitor driver behaviour and enforce safety standards.
• Handle disciplinary actions and driver-related incidents / accidents.
• Captures accidents on Master report
• Register claim on GreenFleet
• Follow up on outstanding documents (Quotes presentation MVA pack etc.)
• Prepares quotes for sign off Insurance and Risk Management.
• File claims and communicate with legal.
• Develop risk management strategies to reduce liability.

Education and Qualification:

• Gr 12 or equivalent diploma
• Fleet or transport diploma will be an advantages

Experience and Training:

• Roles combine logistics administration and technology to ensure the efficient safe and cost-effective operation of fleet
• 5 Years experience in an administrative role within a fleet maintenance or workshop environment
• Relationship building
• Knowledge of car parts service levels labour rates licencing and COFs tyres etc
• Strong technical background
• Problem-solving and critical thinking
• Time management

We reserve the right not to make an appointment to any advertised position. Whilst preference is given to existing employees at all times and the choice made is purely on merit Historically Disadvantaged Candidates and Black Female Candidates are encouraged and supported in the FSG team.

Fidelity Services Group (Pty) Ltd supports global fair practice and business ethics on continuous development of our human capital as the key resource to our success in the markets in which we participate.

Should you not be contacted regarding this position within 10 working days from the closing date please regard your application as unsuccessful.