Fleet Service Administrator

Job Purpose:
The Onsite Fleet Administrator is responsible for providing administrative support for vehicle repairs and maintenance. This includes booking vehicles for repairs, verifying supplier work on-site, tracking costs, and ensuring compliance with fleet management processes. The role requires regular supplier visits to confirm that the work quoted aligns with what is actually being done.

**Minimum Experience**:

- 5 years’ experience in an administrative role within a fleet maintenance or workshop environment (Transport or Fleet Supervisor/Controller)
- Experience in a maintenance call centre (advantageous but not compulsory)
- Strong knowledge of vehicle parts, service schedules, repair processes, labour rates, licensing, COFs, tyres, and fleet maintenance
- Technical background in fleet or automotive maintenance

**Minimum Qualification**:

- Matric/Grade 12
- Certificate/Diploma Transportation Administration

**Key Responsibilities & Outputs**:
**Fleet Administration**:

- Booking Vehicles for Repairs & Services:
- Schedule vehicles for mechanical repairs, servicing, tyre replacements, and ad hoc repairs at supplier premises
- Ensure vehicles are not under warranty, maintenance, or service plans before authorizing repairs
- Verifying & Tracking Work Performed:
- Conduct site visits to suppliers to verify that quoted work is actually being performed
- Ensure suppliers are not overcharging or duplicating repairs
- Report any inconsistencies, delays, or quality concerns to the Fleet Manager
- Handling Repair & Service Requests:
- Receive repair and service requests from Fleet Controllers and the Regional Fleet Manager
- Check the history of each vehicle before booking repairs
- Obtain detailed repair quotes from suppliers and load the information accurately on GreenFleet
- Ensure quotes include correct vehicle registration, fleet number, odometer reading, and itemized breakdown of work
- Approvals & Cost Management:
- Verify repair costs and flag discrepancies (e.g., duplicate repairs, incorrect labour rates, incorrect odometer readings)
- Send quotes for approval to the Fleet Manager
- Create and send purchase orders (POs) for approval and ensure they are received
- Follow up on delays in approvals to prevent downtime
- Tracking & Reporting:
- Monitor ongoing repairs and follow up daily on progress
- Generate weekly reports on vehicle repair statuses
- Track open purchase orders and compile a consolidated report
- Maintain a tracking report of daily quotes received from suppliers
- Invoice Processing & Supplier Coordination:
- Follow up with suppliers on outstanding invoices
- Verify invoice amounts against approved purchase orders
- Ensure invoices are processed and receipted correctly
- Investigate and resolve any invoicing or cost-related discrepancies
- Liaising with Stakeholders:
- Work closely with Fleet Controllers, Fleet Managers, and suppliers
- Ensure efficient communication between internal teams and external suppliers

**Supplier Oversight & Quality Control**:

- Site Visits & Work Verification:
- Physically inspect vehicles undergoing repairs at supplier workshops
- Compare quoted work with actual repairs to confirm accuracy
- Identify any unnecessary or unapproved work being performed
- Assess repair quality and report back to the Fleet Manager
- Supplier Performance Management:
- Flag suppliers with repeat cost discrepancies or service delays
- Provide feedback on supplier reliability, repair turnaround times, and quality of work
- Assist in evaluating supplier contracts based on service performance

**Office Administration**:

- Maintain accurate and up-to-date filing records for the vehicle fleet
- Perform ad hoc administrative tasks assigned by the Admin Manager and Fleet Manager
- Handle general office administration (printing, scanning, filing, etc.)

**Competencies Required**:

- Organizational Skills: Strong ability to plan, prioritize, and manage multiple tasks
- Technical Knowledge: Familiarity with fleet maintenance, repair processes, and automotive parts
- Attention to Detail: Ability to verify quotes, invoices, and repair work
- Problem-Solving: Ability to identify and resolve discrepancies in repairs and invoices
- Supplier & Stakeholder Engagement: Ability to build relationships and ensure service quality
- Process-Driven Approach: Strong adherence to fleet procedures and approval workflows
- Time Management: Ability to follow up on vehicle downtime, pending approvals, and supplier delays
- Communication Skills: Strong written and verbal communication with suppliers and internal teams
- Integrity & Trust: Ensures accuracy in financial tracking and repair approvals

**Skills Required**:

- Office Administration & Record-Keeping
- Interpersonal Communication & Relationship Management
- Report Writing & Documentation
- Fleet Software (e.g., GreenFleet) & Data entry

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