Fleet Administrator

4 weeks ago

Centurion, South Africa Signal Hill Products Full time

**Position/Title**: Fleet Administrator

**Reports Too**:Trade Marketing Manager

**Function**: Trade Marketing

**Area**: South Africa

**Number of Reports**: 0

**Overall Responsibility**:
Managing and overseeing the organization's fleet of vehicles, used for business purposes. Planning and coordinating the acquisition of new vehicles based on organizational needs and budget constraints. Also, managing the turnaround of older vehicles coming to the end of contract. Ensuring that all fleet vehicles are properly maintained and serviced on schedule to minimize downtime and maximize reliability. Coordinating repairs and maintenance tasks with external service providers. Monitoring fuel consumption and implementing strategies to optimize fuel efficiency. This may involve analysing fuel data and promoting fuel-saving behaviours among drivers. Overseeing driver scheduling, training, and performance. Ensuring that drivers comply with safety regulations and maintain valid licenses. Developing and managing the fleet budget, including expenses related to vehicle acquisition, maintenance, repairs, fuel, insurance, and other operational costs. Staying updated on transportation regulations and ensuring fleet operations comply with legal requirements, such as vehicle registrations and licensing. Manage vehicle tracking systems to monitor fleet operations, track vehicle locations, analyse performance metrics, and generate reports on fleet efficiency and costs. Implementing safety programs and procedures to minimize accidents and ensure the safety of drivers and vehicles. Managing repair claims and risk mitigation strategies. Building and maintaining relationships with fleet suppliers, and other service providers to ensure quality and cost-effective fleet operations. Identifying opportunities for process improvement and cost savings within fleet operations. Implementing best practices and innovative solutions to enhance overall efficiency and performance.

**Focus Area 1**:
**Fleet Management**:

- Manage & maintain the SHP Fleet Master File
- Keep the Fleet Master File updated with the Insurance company
- Manage the Fleet Service Provider portals
- Manage over and under utilization of fleet vehicles
- Manage fleet service schedules in line with the manufacturers service intervals
- Manage out of contract fleet maintenance & repair requests
- Manage fleet health through monthly vehicle inspections
- Onboard all new drivers through issuing the SHP new driver onboarding pack
- Manage Fleet Service Provider Fuel Manager daily reports
- Fine Management - redirect all fines to the drivers personal name & inform payroll
- Manage re assessments & provide the Trade Marketing Manager with a proposal
- Obtain quotes & order new vehicles
- Manage the turnaround of vehicles at the end of contract
- Primary contact to Eqstra & Avis
- Primary contact to Fleet Science

**Focus Area 2**:
**Accident & Incident Management**:

- Manage the Eqstra & Avis Fleet Accident Management Program
- Register, Manage & report on all Accident & Incident Claims
- Provide HR & Sales with all the information needed to investigate accidents & incidents
- Manage short term rentals where fleet vehicles were involved in an accident

**Focus Area 3**:
**Reporting**:

- Provide the Commercial Financial Planner with all the information for the vehicle monthly vehicle costing report
- Report on monthly actuals vs budget (KM's Driven, Fuel Spent, Maintenance & Repair Claims)
- Compile & submit the monthly statement recon report to finance
- Compile & submit the monthly vehicle service report
- Compile & submit the monthly vehicle inspection report
- Compile & submit the monthly vehicle driver behaviour report

**Requirements of the Role**:

- Degree in Business Administration or similar
- Years Experience: minimum of 2 years' experience in fleet management (Experience working with Eqstra or Avis will be an advantage)
- Experience in planning and coordinating with multiple stakeholders
- Excellent reading, writing and editing.
- Proficient in Excel and Power point.
- Financial literacy.

**Preferred Skills/Competencies**:

- Great communication skills, interpersonal and social skills
- Multi-tasking and time-management, with the ability to prioritize tasks
- Organized and detail-oriented
- Problem-solving

**NB: Specific duties/responsibilities will vary from time to time: the above list is intended to indicate the general nature of the post and is not exhaustive. The post holder will be expected to be flexible in supporting the business by undertaking any other responsibilities which are aligned with this job level

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