Fleet Administrator

Description:

Monitoring and reporting on fleet activities

Requirement:

• NQF 4 or Grade 12 qualification with 1-2 years' work-related experience.
• Deadline driven.
• Work under pressure.
• Attention to detail/accuracy.
• Computer literacy (Basic Microsoft Office Suite Skills)
• Workshop/fleet related experience would be advantageous

Key Performance Area

Administration

• Compiling and maintaining the services, licenses, certificate of fitness, tyre fitness and load test schedules/trackers daily.
• Update and maintain fleet tracking portal daily.
• Identify any unscheduled repair requests on daily fleet checklists from stores.
• Acquire quotes for all scheduled and unscheduled fleet expenditure.
• Submit fleet expenditure request form for approval.
• Create, coordinate, and follow up of all open jobs/orders between company and workshops/vendors.
• Compiling and maintaining of the traffic offences register.
• Ensure traffic offences are paid within stipulated timelines and maintain ageing report.

Monitoring and Reporting

• Monitor and report all fleet activities as per below:
• Route Deviation
• Driver violation
• Fleet tracking alert.
• Fuel consumption.
• Weekly live monitoring
• Daily spot live monitoring

Insurance Claim Administration

Log claims with insurance for all fleet incidents reported by stores/drivers.

Regular follow up on open claims

Competencies

Dutifulness

• Honours agreements.
• Works hard.
• Shows a lot of self-discipline.
• Takes responsibility for his/her own work.

Devotion to quality

• Has high quality standards for the work of others.
• Has high quality standards for his/her own work.
• Delivers the quality that was agreed and that is expected by the other party.
• Sees and uses opportunities to improve the quality of what is delivered.

Performing under pressure

• Delivers good results under pressure.
• Persists when faced with setbacks.
• Continues to do the right thing under pressure, without making mistakes.
• Maintains an even performance under pressure.

Drive

• Sets high standards for his/her own performance.
• Works hard to realise above average results.
• Believes in the feasibility of goals, is dedicated.
• Often does more than is expected of him/her.

Service-oriented

• positions him/herself as a service provider.
• enjoys helping colleagues and/or clients.
• takes worries off colleagues' and/or clients' hands.
• supports colleagues and/or clients in achieving their results

Flexibility

• flexibly handles matters that turn out differently than anticipated.
• accepts that there are different ways to reach a certain goal.
• changes the approach when things fail, in order to secure the end result.
• adjusts priorities when circumstances require.

Assertiveness

• Isn't afraid to enter into discussion.
• Effectively stands up for his/her own opinion.
• Can handle criticism.
• Speaks up when others cross his/her boundaries

Providing feedback

• Provides others with insight in the effectiveness of their performance.
• Provides feedback regularly.
• Provides feedback that people consider useful.
• Isn't afraid to use feedback to bring up subjects that are negative or sensitive.
• Provides specific feedback.

Listening skills

• Adapts reactions to what others have to say.
• Asks questions based on what someone has said.
• Gives the other time to get their point across.
• Listens when someone is telling something.
• Has an open and interested demeanour

Integrity

• Keeps promises.
• Creates realistic expectations.
• Is sincere.
• handles sensitive information carefully.

shows awareness of values, indicates when boundaries are crossed.

Accuracy

• Works in an orderly fashion.
• Ensures that matters are handled in an orderly and accurate manner from start to finish.
• Prevents mistakes.
• Invests energy in checking his/her work for mistakes.

Client focus

• Deals with clients in a friendly manner.
• Shows involvement in the client's problem.
• Makes clients feel welcome
• Approaches the client's question with a can-do mentality.

Personal development

• Is focused on self-broadening and/or gaining more in-depth knowledge.
• Follows relevant training programmes and/or looks for opportunities to gain experience.
• Seeks and uses opportunities for personal development.
• Asks for feedback in order to learn.