CRITERIA
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 eg: duplicate repairs, incorrect labour rates, incorrect odo 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 parties
- Repair cost verification
- Follow up with suppliers on invoices and open PO’s
- Receive & receipt invoices
- Attend to and resolve 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 PO 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
- Any 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
- Outlook
- Teams
- Interpersonal communication
- Teamwork
- Time management
- Problem solving
- Critical thinking
- Attention to detail
- Adaptability
- Supplier Liaison – internal and external
- Computer literacy
- Organization
- Flexibility
- Verbal and written communication
- Computer literacy
- Report writing
- Interpersonal
- Logical thinking
- Organizational awareness
Behaviour Standards
- Be brilliant at the basics
- Lead with integrity, respect and energy
- Be curious and challenge change
- Take accountability for results
Problem Solving
- Attend to and resolve all queries with regards to job cards, quotes, invoices, licensing, COF’s
Internal & external Relationships
Internal
- Fleet department Staff
External
- Suppliers
- Service Providers
Competencies
- Attention to detail
- Planning & Organizing
- Willingness to take on responsibility
- Compliance Driven
- Supplier focus
- Getting results
Communication
- Simple & detailed verbal instructions or requests
- Detailed e-mail correspondence
- Routine written and verbal communication in connection with instructions, requests, or normal work tasks
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.
