The successful candidate will be responsible for fleet administration and supporting the fleet specialised department with all related administrative functions.
Main Responsibilities
Budgeting and cost control
Track fleet expenses including fuel, maintenance, and repairs to improve vehicle efficiency and reduce overall costs
Analyse spending reports and provide recommendations to reduce overheads
Driver management, including assigning vehicles and monitoring driver performance, behaviour, and compliance
Ensure proper licensing and training of all drivers
Oversee vehicle usage and deployment across departments or regions
Minimise vehicle downtime through effective servicing and repairs
Receive repair, maintenance, and tyre quotations from suppliers and load quotations onto GreenFleet
Issue pre-reference numbers to dealers for vehicles under maintenance plans
Check vehicle history and flag discrepancies such as duplicate repairs, incorrect labour rates, or odometer readings
Ensure all supporting documentation is attached before quotes are submitted for approval
Create and issue purchase orders
Verify repair costs
Follow up on invoices and open purchase orders
Attend to and resolve queries
Maintain tracking reports and filing systems for fleet records
Liaise with suppliers, fleet controllers, fleet managers, and internal customers
Order fuel cards and issue licence discs
Manage traffic fines administration
Consolidate reports including accident reports, open order reports, and Engen reports
Procurement and disposal administration
Accident administration, including claims registration, document follow-ups, and insurance quote preparation
Support risk management strategies and driver safety compliance
Perform general administrative duties and adhoc tasks as required by management
Minimum Requirements
Education and Qualifications
Grade 12 or equivalent qualification
Fleet or Transport Diploma will be advantageous
Experience and Skills
Minimum 5 years' experience in an administrative role within a fleet maintenance or workshop environment
Strong relationship-building skills
Knowledge of vehicle parts, service levels, labour rates, licensing, COFs, tyres, and fleet administration processes