On-site Fleet Administrator
4 weeks ago
Job Title: Fleet Administrator
Location: Autobody
**Position Summary**:
The purpose of the Onsite Fleet administration role is responsible for supporting the Autobody workshop and panel shop with regards to all administration.
**Key Responsibilities**:
**_Fleet Administration:_**
- Booking in of vehicles for mechanical repairs, services, panel beating, ad hoc repairs at supplier premises in conjunction with Autobody representative
- Ensure vehicles are not under warranty, maintenance, or service plans
- Receive mails or calls from Fleet Controller and Regional Fleet Manager to make a booking for any repairs and services
- Check history of each vehicle
- Receive quote and load information accurately on GreenFleet
- Ensure correct vehicle registration number, fleet number, odometer reading is recorded on the quote
- Ensure that all repairs have its own quote e.g.: panel beating, mechanical, service etc
- Ensure vehicle history report and all relevant documentation is attached prior to sending quotes for approval to Fleet Manager
- Repair cost verification - Flag any discrepancies e.g.: duplicate repairs, incorrect labour rates, incorrect odometer readings etc
- Send quote for approval to Fleet Manager
- Confirm that purchase order was received
- Follow up on delays with approvals
- Daily follow up repairs in progress
- Weekly report on vehicle repair statuses
- Daily report on open purchase orders
- Consolidate open purchase order report
- Follow up with suppliers on invoices
- Verify costs on invoices
- Receive and receipt invoices against correct purchase orders
- Attend to and resolve queries
- Load daily quotes received from all suppliers on tracking report
- Liaise with suppliers, fleet controllers, fleet managers and internal customers
**_ Office Administration:_**
- Maintain accurate filing records for vehicle fleet
- Ad hoc administrative tasks as delegated by Admin Manager and Fleet Manager
- General administrative duties (printing, scanning etc)
**Qualifications and experience**:
- Matric
- 5 Years’ experience in an administrative role within a fleet maintenance or workshop environment
- Maintenance call centre (advantage not compulsory)
- Knowledge of car parts, service levels, labour rates, licencing and COF’s, tyres etc
- Strong technical background
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