Purpose of the Role

Fleet administration, responsible for supporting the fleet department with regards to all administration

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

 
We reserve the right not to make an appointment to any advertised position. Whilst preference is given to existing employees at all times and the choice made is purely on merit, Historically Disadvantaged Candidates and Black Female Candidates are encouraged and supported in the FSG team.

Fidelity Services Group (Pty) Ltd supports global fair practice and business ethics on continuous development of our human capital as the key resource to our success in the markets in which we participate.

Should you not be contacted regarding this position within 10 working days from the closing date, please regard your application as unsuccessful.