Triton Express: National Fleet Administrator

2 weeks ago

East Rand, South Africa Plennegy (Pty) Ltd. Full time

RESPONSIBILITIES:

Business Planning and Development:

  • Monthly billing reconciliation
  • Capturing and updating branch vehicle allocation
  • Distributing of billing schedules to Branch Managers to verify the billing and vehicle allocation on the following accounts:
  • First Auto ( Sales Rep )
  • Nedbank (Toll card and e tag )
  • Engen (Bowser and Card Fuel )
  • Total (Bowser Fuel )
  • Cartrack
  • D Hollard (Insurance)
  • Monthly fuel recon distribution to Branch Managers
  • Updating and maintaining vehicle movements before Branch distributions
  • Monthly distribution of individual billing schedules to Cross Border, Triton Express Linehaul and Triton Fleet branches
  • Capturing of new vehicles per configuration tonnage, class and branch allocation
  • Maintaining and updating the vehicle report to ensure movements are done timeously
  • Ensuring that copies of vehicle documents are received and record keeping thereof
  • Assisting with all Branch vehicle queries
  • Ensuring D-Bit numbers on new vehicles are received from the Finance department
  • Distributing weekly Vehicle service history and driver license analysis reports to all Branch Managers
  • Updating daily fuel discrepancies from the Fuel App
  • New Vehicle administration and record keeping
  • Archiving records on writtenoff, sold and or scrapped vehicles
  • Capturing of license renewals
  • Communicating all branch bowser fuel fill discrepancies
  • Monthend bowser recon submissions
  • Bowser verification on fuel fills, fuel stock, vehicle allocation and monthly fuel reconciliation
  • Communicating monthend vehicle mileages and Liaising with all branches on month end vehicle mileages, resolving and correcting any incorrect vehicle mileages
  • Placing orders for fuel cards, toll cards and Etags for new vehicles, and distributing thereof to the relevant Branches
  • New vehicle registration number allocating and distributed to the relevant branches
  • Following up on delayed vehicle deliveries
  • Ensuring new Vehicles are delivered to the relevant branches
  • Increasing limits on fuel cards
  • Attending to declined fuel cards and liaising with the service stations and banks
  • Cancellation of Lost, sold and or written off vehicles fuel, toll cards and E tags
  • Ordering of replacement cards and Etags
  • Accepting of faulty, written off and sold vehicles Etags to ensure it is returned to Nedbank
  • Monitoring and prealert branches on fuel and toll card discrepancies
  • Attending to fraudulent transactions on all vehicle card claims, and document submissions for a refund
  • Annual distributing of Engen EDC and Nedbank toll cards
  • Branch allocation and distributing of all vehicle cards
  • Attending to declined fuel cards through the Service stations and Banks
  • Managing and maintaining Vehicle settlements and documents administration
  • Requesting vehicle Natis documents from the various banks
  • Liaising with the Insurance Company on claim payments and documents
  • Submitting of excess and 3rd party invoices to the Branch Managers
  • Requesting of new vehicle insurance and cover from the Insurance Company
  • Managing paid up vehicle NATIS documents for vehicles to be transferred to Company ownership
  • Drafting of authorization letters to various banks and the Insurance Company for vehicles to operate crossborder
  • Liaising with Car Track on vehicle allocations and change of registration numbers

Business Development (National Sales department):

  • Ordering of fuel cards for new Sales staff
  • Cancelling and removing terminated Sales staff fuel cards on the Bank system
  • Attending to queries and provide feedback
  • Activating and blocking fuel cards
  • Generating reports and billing for logbooks
  • Distributing of monthly billing and schedules to the Branch Managers

System Management:
Vehicle System

  • Creating Posts and adding new vehicles on the vehicle system
  • Capturing licenses, financial agreements, and vehicle capacity and target consumption
  • Capturing and analysing financial vehicle agreement terms and interest rates
  • Transferring of Vehicles movement (Branch allocation or change registrations)
  • Maintaining and updating vehicle compliment
  • Decommissioning of terminated vehicles
  • Renewing of National Fleet licenses
  • Ensuring new licenses are certified and uploaded on the vehicle system
  • Verifying and uploading Engen EDC and bowser fuel Imports manually onto the vehicle system
  • Monitoring of Fleet Vehicle maintenance, mileage history and Fuel consumption
  • Manually capturing of missed fuel transactions from the fuel app
  • Fuel reconciliation and identifying discrepancies and trip mileage errors
  • Conducting Pre Alerts on fuel discrepancy investigations on vehicles and drivers ensure investigations are actioned and completed
  • Updating monthly Fuel Rates
  • Monitoring consumption on the vehicle dash board
  • Updating driver licenses, PDP's and Forklift licenses
  • Monitoring and analysing vehicle service history, rectifying incorrect mileages and creating prealerts fo

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