Admin Assistant

17 hours ago

Durban, South Africa RCL FOODS Careers Full time

**Duties & Responsibilities**:
**Fleet Management**:

- Track and monitor fleet usage, mileage, and maintenance schedules.
- Schedule vehicle maintenance and repairs to ensure vehicles remain in top condition.
- Coordinate with vendors for vehicle queries.
- Maintain up-to-date records of vehicle registrations, insurance, and compliance documentation.
- Assist in fleet expansion or replacement by coordinating with vendors and analyzing fleet data.
- Fleet tracker
- Update the vehicle / mileage / fuel tracker monthly
- Gather updated mileage and fuel costs from employees and submit to ABSA on the 1st of each month.
- Review stannic report from ABSA on fuel and update accordingly. Once updated, send to ABSA and Commercial Manager.
- Check report on driver allocations received from payroll and advise commercial and payroll if driver ownership has changed.
- Review monthly lease terms and mileage cap of each vehicle and advise the relevant Executive and Commercial Manager and gain direction on next steps (ie. Purchasing new vehicle / extending lease agreement).
- Receive and manage all queries regarding maintenance or repairs or damage / accident claims from employees.
- Liaise with relevant service providers and ensure requests are actioned timeously.

**Fuel Card Administration**:

- Manage replacement, and cancellation of fuel cards for all drivers.
- Monitor fuel card transactions and usage to identify discrepancies or unusual activity.
- Ensure accurate recording and reporting of fuel expenses for budgeting and auditing purposes.
- Assist with monthly fuel expense reports.
- Ensure compliance with company fuel policies and budget controls.

**Administrative**:

- Operations calendar planning
- Uniform ordering and distribution
- Sales support Admin
- Travel planning
- Diary management
- Task tracker Planning
- Meeting minutes
- Ensure vehicle tax forms are completed by new employees or employees taking ownership of new vehicles.
- Support other administrative tasks as needed to enhance overall team efficiency.

**Ordering and Return of Vehicles**:

- Request quotes from ABSA should new vehicles need to be purchased.
- Liaise with Sourcing Team with regards to pricing of vehicles.
- Create workflows to order new vehicles and follow through to completion.
- Ensure inspection of vehicle is completed by the line manager prior to the vehicle owner exiting the business to ensure that the vehicle is in an acceptable condition (interior and exterior). The line manager needs to complete a checklist and send to the fleet administrator to file accordingly.

**Fines and Breach of Policy**:

- Review fines as and when received and liaise with HR and Payroll to issue an Acknowledgement of Debt.
- Keep a record of paid vs outstanding Acknowledgement of Debts.
- Monitor and track recurring fines and inform relevant HR Practitioner.

**Minimum Requirements**:

- Grade 12 (Matric)
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and fleet management software
- Minimum of 3 years of experience in an administrative support role, preferably with exposure to fleet management or fuel card administration.

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