Triton Express: National Fleet Administrator

7 months 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 written-off, sold and or scrapped vehicles
- Capturing of license renewals
- Communicating all branch bowser fuel fill discrepancies
- Month-end bowser recon submissions
- Bowser verification on fuel fills, fuel stock, vehicle allocation and monthly fuel reconciliation
- Communicating month-end 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 E-tags 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 E-tags
- Accepting of faulty, written off and sold vehicles E-tags to ensure it is returned to Nedbank
- Monitoring and pre-alert 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 cross-border
- 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 pre-alerts fo

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