Fleet Administrator G4s Secure Solutions Centurion

Job Introduction

G4S Secure Solutions (SA), a leading provider of integrated security management solutions, has a vacancy for a Fleet Administrator based at our operations in Centurion,reporting to the Fleet Operations Manager.

The successful incumbent is a self-starter with a proven track record in maintaining company policy, adopting best practices, and is able to exercise sound judgement in the pursuit of the achievement of the goals of the organisation, and understanding the role which Fleet Administrator plays within a successful business unit. The incumbent will be expected to be results driven and to live the values of the organisation.

The position requires at least 2-3 years fleet administration experience, including fuel cards, vehicle maintenance and tracking of assets. Relevant industry related experience would be advantageous.

Main Responsibilities**Administration of Motor Vehicle Licenses and Traffic Infringements**:

- Responsible for maintaining and updating the vehicle database with license expiry dates.
- Ensure that all vehicles are renewed on expiry, and where applicable, roadworthy repairs are completed, and a certificate is available for the purchase of the license discs.
- Responsible for the registration and deregistration and change of ownerships of vehicles when vehicles are purchased, sold or disposed of respectively.
- Complete the monthly reconciliation of the company credit card used for the purchasing of licenses.
- Liaise with suppliers and regions to ensure that all traffic infringements received are processed.
- Maintain the traffic fine database and be responsible to ensure that all traffic fines costs are either recovered or the infringement itself redirected to the responsible driver.
- Responsible for ensuring that the weekly dashboard is updated and provided to the relevant stakeholders.

**Maintenance of the Telematics System**:

- Ensure that the policies and instruction issued are followed in the event of down time to minimise service interruptions
- Responsible for maintaining the vehicle lists on the respective online systems, ensuring that all the relevant information is captured.
- Ensure that all vehicles are correctly allocated to the respective business unit.
- Responsible for checking daily vehicle tracking and camera units not reporting, liaising and supporting the respective business units to resolve any units that may need repairs.
- Assist and support the regions by liaising with providers to ensure that telematic units are installed in new vehicles or removed from vehicles being terminated or disposed of where applicable.
- Assist the regions in completing the necessary documentation for the approval of repairs to the tracking and camera units.
- Assist the finance department in ensuring that the monthly billing from providers are accurate and have been allocated to the respective business unit.
- Monitor the km usage from the weekly report provided by the system for vehicles exceeding the contracted km, liaise with all relevant stakeholders to ensure compliance.

**Administration of Fuel cards, Etags ,Fuel exceptions and Fuel usage**:

- Ensure that all procedures are stringently adhered to timeously as mandated by the expected turnaround time, 3-5 working days.
- Process the ordering, cancellations and replacement of fuel cards and E-Tags in line with business procedures.
- Responsible for reviewing monthly fuel reports and identifying incorrect fuel card allocations, inactive cards, cancelled cards and etags.
- Responsible for ensuring that cancelled fuel cards, replacement fuel cards are destroyed, and Etags are cancelled and returned immediately to Avis to avoid additional costs
- Assist the Regions by reporting lost and stolen cards immediately to Avis, and providing a replacement if required.
- Maintaining a database in conjunction with the regional admin fleet representative with regard to the usage of miscellaneous fuel cards, the database must reflect details of fill-ups, approvers, and is to be signed off monthly by the Regional Financial Manager.
- Responsible for maintaining the database and driving the process for the recovery of the Rand value of losses incurred in abnormal consumption due to driver negligence, theft in the form of AOD’s.
- Review the cost savings monthly report,and ensure overall adherence to fuel usage at Engen.
- Supporting the business by providing the relevant Engen usage dashboard monthly to all stakeholders within the business to assist with compliance.

**Admin: Processing of Vehicle Quotes, Purchase Orders and Vehicle settlements**:

- Assist the regions with purchase, lease and settlement quote requests for replacements and new vehicles from preferred dealerships and Avis.
- Complete system and manual purchase orders for the procurement of vehicles and equipment.
- Liaise with suppliers in respect to fitting of additional equipment and telematic to vehicles.
- Track and allocate all invoices, ensuring that