Fleet Administrator

A Fleet administrator is responsible for handling all administrative duties for the fleet department in conjunction with her fleet-specific roles. Job duties include handling day-to-day office tasks, electronic communications, capturing, analysis, and department reporting. The Administrator reports directly to the Fleet Manager and will be given daily instruction by their manager. The Administrator needs a positive and energetic attitude to join a dynamic team. Ambition, work ethic, and drive are critical. The person is responsible for collecting all the relevant insurance documentation and submitting insurance claims on behalf of the company

Administrator must have the following skills and attributes:

- Time and Attendance, attention to detail, productivity, and focus
- Responsible, sense of duty, Loyalty, ethics, and be able to work with confidential information Be able to work independently without constant supervision

Strong reporting and feedback skills
- Excellent, formal, and professional communication with clients, suppliers, service providers, and vendors
- Deadline driven
- Pride in self and work
- Willingness to work in a dynamic industry in a multi-cultural environment
- Highly adaptable
- Outcome orientated
- Assertive
- Must be able to capture data quickly and accurately
- Be able to analyze data and identify problems and create innovative solutions
- Planning and time management
- Stress and conflict resolution skills
- Must be able to work closely with a team

1. PRINCIPAL DUTIES AND RESPONSIBILITIES

2.1. Accounting and Financial processing and calculations

2.2. Assist in Acumatica, spreadsheets, and reports

2.3. Costing and damages calculations

2.4. Processing of customer workshop orders

2.5. Processing of internal workshop orders

2.6. Lodging and finalizing insurance claims and providing regular feedback.

2.7. Assist with stocktake

2.8. Maintains backup folders

2.9. Procurement process when required

2.10.Print and disperse draft invoices and follow up with the clients

2.11.Disperse the final invoices to the client

2.12.Administrations and minute taking

2.13.Vehicle file maintenance

2.14.Assist with receptionist duties

2.15.Capturing of information and assisting with OHS, ISO, and BBBEE compliance

2.16.Assist with risk management team investigations

2.17.Collect and record NCR, Accident reports, and Police reports regarding vehicle damages

2.18.Complete damages checklist and submit the claim to insurance and report back to fleet

2.19.Review the cost of damages and lodge a claim with the insurer if necessary

2.20.Track the progress of the claim and report back to management and close the case file when the matter is completed

2.21.Communicate with insurance team and support processing

2.22.Assist fleet manager with any other tasks as required from time to time

2. KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

3.1 Strong professional communication and time management skills

3.2 Have an excellent grasp of English grammar and spelling,

3.3 Work well with others and be detail-oriented

3.4 High energy, clear goal orientation, and strong work ethic.

3.5 Unquestioned reputation for honesty and integrity.

3.6 Customer Relations Skills

3.7 Good to advanced excel, word, Powerpoint skills

3.8 Able to do complex reporting to deadlines consistently

3.9 Able to work around obstacles and problems without requiring constant supervision and guidance

3.10 Believe in high standards and maintaining consistent results as a team3. MINIMUM REQUIREMENTS (What is required to perform the Essential Duties?)

4.1 Previous experience relevant to the post and professionalism (5+ years a benefit)

4.2 Minimum of a matric certificate

4.3 Driver’s license and own transport

4.4 Intermediate level computer skills - essential ( MS Word, Powerpoint, Excel, Outlook)any. Tracking and following up on the claim until finalized

**Salary**: R10 000,00 - R12 000,00 per month

Ability to commute/relocate:

- Parow, Western Cape: Reliably commute or planning to relocate before starting work (required)

**Experience**:

- Fleet Admin Essential: 5 years (required)
- Fleet Admin: 3 years (required)

**Language**:

- English (required)
- Afrikaans (required)

License/Certification:

- Certificate or Qualification (required)