Fleet Service Administrator

4 weeks ago

Cape Town, Western Cape, South Africa Fidelity Services Group Full time
Job title : Fleet Service Administrator - Western CapeJob Location : Western Cape, Cape TownDeadline : March 25, 2025Quick Recommended Links
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Minimum Experience:

  • 5 years' experience in an administrative role within a fleet maintenance or workshop environment (Transport or Fleet Supervisor/Controller)
  • Experience in a maintenance call centre (advantageous but not compulsory)
  • Strong knowledge of vehicle parts, service schedules, repair processes, labour rates, licensing, COFs, tyres, and fleet maintenance
  • Technical background in fleet or automotive maintenance

Minimum Qualification:

  • Matric/Grade 12
  • Certificate/Diploma Transportation Administration

Key Responsibilities & Outputs

Fleet Administration:

Booking Vehicles for Repairs & Services:

  • Schedule vehicles for mechanical repairs, servicing, tyre replacements, and ad hoc repairs at supplier premises
  • Ensure vehicles are not under warranty, maintenance, or service plans before authorizing repairs

Verifying & Tracking Work Performed:

  • Conduct site visits to suppliers to verify that quoted work is actually being performed
  • Ensure suppliers are not overcharging or duplicating repairs
  • Report any inconsistencies, delays, or quality concerns to the Fleet Manager

Handling Repair & Service Requests:

  • Receive repair and service requests from Fleet Controllers and the Regional Fleet Manager
  • Check the history of each vehicle before booking repairs
  • Obtain detailed repair quotes from suppliers and load the information accurately on GreenFleet
  • Ensure quotes include correct vehicle registration, fleet number, odometer reading, and itemized breakdown of work

Approvals & Cost Management:

  • Verify repair costs and flag discrepancies (e.g., duplicate repairs, incorrect labour rates, incorrect odometer readings)
  • Send quotes for approval to the Fleet Manager
  • Create and send purchase orders (POs) for approval and ensure they are received
  • Follow up on delays in approvals to prevent downtime

Tracking & Reporting:

  • Monitor ongoing repairs and follow up daily on progress
  • Generate weekly reports on vehicle repair statuses
  • Track open purchase orders and compile a consolidated report
  • Maintain a tracking report of daily quotes received from suppliers

Invoice Processing & Supplier Coordination:

  • Follow up with suppliers on outstanding invoices
  • Verify invoice amounts against approved purchase orders
  • Ensure invoices are processed and receipted correctly
  • Investigate and resolve any invoicing or cost-related discrepancies

Liaising with Stakeholders:

  • Work closely with Fleet Controllers, Fleet Managers, and suppliers
  • Ensure efficient communication between internal teams and external suppliers

Supplier Oversight & Quality Control:

Site Visits & Work Verification:

  • Physically inspect vehicles undergoing repairs at supplier workshops
  • Compare quoted work with actual repairs to confirm accuracy
  • Identify any unnecessary or unapproved work being performed
  • Assess repair quality and report back to the Fleet Manager

Supplier Performance Management:

  • Flag suppliers with repeat cost discrepancies or service delays
  • Provide feedback on supplier reliability, repair turnaround times, and quality of work
  • Assist in evaluating supplier contracts based on service performance

Office Administration:

  • Maintain accurate and up-to-date filing records for the vehicle fleet
  • Perform ad hoc administrative tasks assigned by the Admin Manager and Fleet Manager
  • Handle general office administration (printing, scanning, filing, etc.)

Competencies Required:

  • Organizational Skills: Strong ability to plan, prioritize, and manage multiple tasks
  • Technical Knowledge: Familiarity with fleet maintenance, repair processes, and automotive parts
  • Attention to Detail: Ability to verify quotes, invoices, and repair work
  • Problem-Solving: Ability to identify and resolve discrepancies in repairs and invoices
  • Supplier & Stakeholder Engagement: Ability to build relationships and ensure service quality
  • Process-Driven Approach: Strong adherence to fleet procedures and approval workflows
  • Time Management: Ability to follow up on vehicle downtime, pending approvals, and supplier delays
  • Communication Skills: Strong written and verbal communication with suppliers and internal teams
  • Integrity & Trust: Ensures accuracy in financial tracking and repair approvals

Skills Required:

  • Office Administration & Record-Keeping
  • Interpersonal Communication & Relationship Management
  • Report Writing & Documentation
  • Fleet Software (e.g., GreenFleet) & Data entry
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