Fleet Admin Manager

5 months ago

Germiston, South Africa PepsiCo Full time

**Responsibilities**
- Manage Simba’s national fleet supplier invoice recon process. Conduct a daily statement age analysis on supplier base and manage exceptions. Ensure that all Fleet invoices are processed timeously and Creditors are paid on time.
- Manage the car allowance and company car perks tax. This involves submitting monthly perks tax reports to salaries before payroll run deadline by verifying fuel transactions, allocating the correct driver to the usage reports and ensuring that drivers are taxed accurately.
- To ensure all perks tax (62 users - R205k) and fuel returns (210 users - R350k) are submitted to Salaries, correctly on monthly basis. Identify exceptions and action weekly.
- Conduct a daily statement age analysis on supplier base and manage exceptions.
- Provide lowest level fleet general ledger variance reporting by branch on monthly basis. Submit monthly fleet cost review report deck.
- Provide fleet cost forecast on weekly basis and discuss with superior.
- Manage the Power Apps Accrual Management System. This includes daily maintenance, exporting, updating, importing of fleets lists, monthly DC visit reports, monthly & annual service plans, truck license reports, R&M, Tyres and Rentals weekly reports. Ensuring that fleet supplier order numbers are issued on a daily bases, suppliers invoices are captured on the Laserfiche FMS before they are processed on SAP and accrual reports are generated monthly. Manage all improvements to the FMS to meet changes to Fleet processes.
- Manage monthly Distribution close off. This includes creating accrual and provision reports for all eleven fleet lines and Freight, monthly ensuring that journals are correctly processed and submitted to Finance timeously. All queries from stakeholders are resolved by giving satisfactory comments. Attend monthly close out meetings.
- Provide standard management reports to National Fleet Manager (NFM) on monthly basis.
- Management of asset disposal documentation.
- Management and tracking of all fleet related Capex spend.
- Vet and ensure that all documentation for new suppliers meets company requirements. Ensure admin of SOA is met and new suppliers are loaded timeously on SAP.
- Take full responsibility for national fleet creditors function and invoice management of 65 fleet suppliers.
- Implement Pepsico accounting standards and maintain a minimum SatHi rating during audits.
- Manage the Avis account. This includes monthly management review meetings with Key account manager, co-ordination of internal transfer and new car requests, obtaining best possible prices on new vehicles, obtaining contract sign-off and ensuring the vehicles are delivered on-time. Implement and maintain SLA. Provide standard management reports to business on monthly basis.
- Manage the AON Insurance account. This includes monthly review meetings with AON SA management team, ensuring outstanding claim targets are maintained, Aggregate Stats, dealing with 3rd party urgent queries and reviewing claims processes on bi-annual basis. Implementing and maintaining SLAs. Provide standard management reports to business on monthly basis.
- Manage Simba’s national exposure on traffic fines for all trucks and passenger cars. Report monthly.
- Manage the Absa fuel card account. This includes new fuel card, replacement, cancellations and lost or stolen requests, attending to authorisation exceptions, providing fuel statements to drivers adhoc, investigations, resolving dormant cards timeously and generating monthly reports to the correct GL & cost centres accurately.
- Manage relationships with internal customers and suppliers.
- Provide accurate AOP data with trend analysis for 208 and 210 budgets annually. Present cost productivity initiatives at the same time.
- Manage licensing requirements of all 102 FML Company cars, the distribution fleet are met and ensure that any items do not jeopardise the operation of the distribution fleet.

**Qualifications**
- Minimum B.Degree
- Minimum of 5 years administrative/financial experience
- Minimum of 3 year experience in a fleet/transport environment
- Computer literacy in Excel, Word, Access
- Strong reporting and analyzing capabilities

**“PepsiCo is an Equal Opportunity Employer in line with the Employment Equity Act"

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