Fleet Administrator

Financial metrics (including responsibilities)

• Ensure most efficient maintenance and planning solutions to minimize the company’s internal cost and company downtime.
• Negotiation of favorable supplier terms and pricing - (payment, rebates, settlement discount, volume discounts).
• Ensure the Fleet Manager is informed of all activities relating to the fleet department.
• Active accurate reporting to the Fleet Manager and Financial Manager.
• Diligently ensure correct charges are captured when recharging maintenance fees, wrapping – monthly charges, fuel, oils and tolls, fines, vehicle hire, vehicle damages invoiced to HW and wrapping – initial charge fleet expenses.
• Diligently browse fine websites ensuring all violations are received and sent off to relevant Team Members. Spread sheets updated daily with fine payments received and or paid.
• Raising purchase orders for the Fleet vehicles.
• Weekend mileage reporting complied timeously and sent to Management for approval.
• The following tasks and responsibilities are required but not limited to, assisting and filling in for other duties within the department, fine liability at month end to be provided to the Senior Financial Manager, following up with HW AOD’s for RD AOD’s and reconciliation of RD staff debtors relating to AODs for fines and damages.
• Generate purchase orders and credit notes on Pastel.
• Retrieve traffic fines online- from paymyfine, paycity and from the Metropolitan Police Department.
• Pay traffic fines online, at all banks, Metro Police and Pinetown traffic departments.
• Maintain spread sheets for fines and on charges.
• Uploading of fines onto Owncloud and N1Plus Fleet Management.
• Month end invoicing but not limited to – Fleet charges, vehicle hire, passenger transport, Adhoc lending, traffic fines, on charges, vehicle wrapping, vehicle hire, vehicle damages.
• Monthly check up against our active fleet records for Netstar and C-Track.
• Create AOD’s.

People

• Performance must be tracked by yourself and the onus is placed on you to set-up performance review meetings with the Fleet Manager.

Compliance, risk and quality

• 100% compliance with company policies and procedures.
• 100% compliance with health and safety regulations.
• Compliance with relevant laws and regulations relating to fleet.
• Ensure logical saving of all work, templates, etc. monthly and yearly such that each year’s financial records can stand on its own when enquiries/ investigations/audits take place.
• Produce high quality, neat, logical, succinct, easy to follow, easy to understand, formula linked work/templates/workbooks/financial models - of which is substantiated by facts with no numbers in the formulas.
• Ensure the above (final version) and other documents are chronologically saved/backed up.

Growth and new markets/products

• Assist with projects as directed from time to time.
• Ensure measures are put in place and steps are taken to achieve the short term, medium term and long term goals of the company.
• 5 years Fleet experience
• Geographical knowledge
• Understanding of motor vehicle s