Administrative Officer – Fleet

2 weeks ago

Pretoria, South Africa Council for Geoscience Full time
Job title : Administrative Officer – FleetJob Location : Gauteng, PretoriaDeadline : December 20, 2024Quick Recommended Links
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KEY RESPONSIBILITIES:

Fleet Management

  • Supervise section staff.
  • Capture and file all vehicles log records.
  • The Transport Officer can Conduct vehicle inspections with drivers.
  • Ensure that trip authorisations forms are approved before vehicles are issued
  • Ensure that all drivers and passengers are authorised for the trip.

Driver Registration

  • Ensure that all employees complete the driver registration form prior to operating fleet vehicles.
  • Administer and driver registration and passengers authorisation records.
  • Capture all data and information on the vehicle monitoring system.
  • Administer driver’s identifications tag to employees and records.

Nedfleet Administration

  • Ensure that vehicles trip records are submitted at the end of each trip.
  • Collate, verify and reconcile Nedfleet statement with vehicles trip records.

Vehicle Scheduling and Issuing

  • Prepare and schedule vehicles using the scheduling system.
  • Check the trip authority form to ensure that the form is completed properly and approved by the Unit Manager for the usage of the vehicle.
  • Check if the driver has an appropriate and valid driver’s license.
  • Conduct a pre-inspection of the vehicle, by completing and signing of the trip inspection form.
  • Keep copies of all completed forms.
  • Ensure the employee completes the vehicle use registers.
  • Issue the driver with the car keys and the Fleet card.
  • Unsure that the drivers are taking the vehicles to the service
  • And the regional offices

Driver Scheduling

  • Receiving all driver service requests and allocation of Drivers.

Speed violations

  • Check the fleet speed and traffic laws violations and report violations.
  • Check the weekend and overnight usage of fleet vehicles and report deviations and anomalies.

Vehicle Tracking

  • Check all the logs after they were captured for any speed violation and notify users.
  • Monitor fleet vehicles through the tracking service and report any deviations and anomalies.

Admiration of Vehicle bookings

  • Receive all booking requests sent to the relevant e-mail address. This will include telephonic booking of vehicles.
  • Confirming availability (Booking Spreadsheet) of vehicles and reply to the booking request by e-mail.

Procurement

  • Administer process for fleet vehicles licensing.
  • Procure PPE for section staff.

Service and Maintenance

  • Book vehicles and equipment for maintenance and repairs.
  • Assist employee in case of a mechanical breakdown.
  • Keep records of vehicle/equipment services, maintenance and repairs.

Coordination of Courier Services

  • Administration of goods and parcels, i.e. receive and dispatch.

Knowledge and Experience

  • 3-5 years of fleet management experience.
  • Experience and understanding of general administration and office support.
  • Fully computer literate with an advanced level of MS Office.
  • Ability to exercise discretion in dealing with confidential or sensitive matters.
  • Confident and able to work on own initiative and with limited supervision.
  • Strong organisational and planning skills with the ability to prioritise.
  • Knowledge of supply chain management process.

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