Fleet Administrator

1 week ago


Cape Town, South Africa Fidelity Services Group Full time
Job title : Fleet Administrator - Western CapeJob Location : Western Cape, Cape TownDeadline : December 21, 2024Quick Recommended Links
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Main Responsibilities

  • Receiving of repairs, maintenance, and tyre quotes from all suppliers via email and loading quotes on GreenFleet
  • Issue pre reference number to dealers for vehicles under maintenance plan
  • Check history of each vehicle
  • Flag any discrepancies (duplicate repairs, incorrect labour rates, incorrect odometer readings etc.)
  • Ensure vehicle history report and all relevant documentation is attached prior to sending quotes for approval to Fleet Manager
  • Create and send purchase orders to relevant departments
  • Repair cost verification
  • Follow up with suppliers on invoices and open Purchase Orders
  • Receive & receipt invoices
  • Attend to and resolve all Fleet queries
  • Load daily quotes received from all suppliers on tracking report
  • Liaise with suppliers, fleet controllers, fleet managers and internal customers
  • Order company fuel cards
  • Consolidate Open Purchase Orders report and Engen report
  • Issue licence discs to fleet controllers
  • Load asset verification photos for private staff on the system
  • Traffic fines management

Accident admin:

  • Captures accidents on Master report
  • Register claim on GreenFleet
  • Appoint assessor
  • Follow up on outstanding documents (Quotes, presentation, MVA pack etc.)
  • Prepares quotes for sign off
  • Generate PO’s
  • Request invoices and receipt
  • Liaise with supplier and internal customers
  • Consolidate weekly accidents reports, Open order report
  • Complete Capex 2 disposal

Office Administration

  • Maintain accurate filing records for vehicle fleet
  • Adhoc administrative tasks as delegated by Admin Manager and Fleet Manager
  • General administrative duties (printing, scanning etc.)

Education and Qualification

  • Gr 12
  • Transport qualifications or working towards a technical or transport qualification
  • Fleet and transport training completed will be an advantage

Experience and Training

  • 5 Years’ experience in an administrative role within a fleet maintenance or workshop environment
  • Supplier and customer liaison

Relationship building

  • Maintenance call centre (advantage not compulsory)
  • Knowledge of car parts, service levels, labour rates, licencing and COF’s, tyres etc.
  • Strong technical background

Knowledge and Skill

  • Office Administration
  • MS Office and Excel
  • Interpersonal communication
  • Teamwork
  • Time management
  • Problem solving
  • Critical thinking
  • Attention to detail
  • Adaptability
  • Supplier Liaison – internal and external
  • Flexibility
  • Verbal and written communication
  • Report writing
  • Logical thinking
  • Organizational awareness
  • Relationship building

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