Fleet Administrator

Fleet Administrator

Employment: Permanent, Full time position. Office based, working hours Monday to Friday, 08:00 to 17:00.

Area: Centurion, Gauteng

Salary: R15 000.00 – R18 000.00 CTC per month

Benefits: Provident Fund and Annual Bonus

Essential Legal Requirements: Must be a South African born citizen with a Clean Criminal background and ITC (financial history) - checks will be done on shortlisted applicant.

Qualifications: Matric Certificate. Additional related courses/qualifications an advantage.

• Maintain accuracy on fleet management platform.
• Maintain accurate records of all company vehicles (registration, licensing, fines and service history) on history files.
• Monitor vehicle usage, mileage, and fuel consumption.
• Schedule and track regular maintenance and repairs.
• Ensure compliance with road safety and legal requirements.
• Liaise with Insurance and tracking 3rd party companies with all vehicle related queries.
• Assist in purchasing new vehicles and disposing of old delivery vehicles .
• Negotiate with suppliers for best pricing and service agreements.
• Manage lease agreements and contracts and service agreements.
• Ensure all vehicles have valid licenses, permits, and insurance.
• Keep up to date with transport regulations and company policies.
• Prepare reports for audits and compliance checks.
• Monitor fleet expenses (fuel, maintenance, tolls, and internal maintenance job cards and invoices).
• Sign-off of monthly vehicle expense account invoices and submit to finance department.
• Identify cost-saving opportunities and optimize fleet efficiency.
• Prepare monthly/quarterly budget reports if required.
• Use fleet management software for maintenance of the fleet.
• Monitor GPS systems for route optimization and vehicle security.
• Generate data analytics for fleet performance.
• Handle accident reports and insurance claims and submit to insurance clerk.
• Submit updated fleet list to insurance clerk after every addition or removal of vehicles.
• Implement safety protocols and preventive measures.
• Ensure vehicles meet health and safety standards.
• Notify insurance clerk of all accidents, damages to vehicles and windscreen repairs within 24 hours of incident (Branches included).
• Authorize all repairs done through a third party Fleet Maintenance supplier.
• Obtain and send all COFs for license renewals and file on the vehicle history file.
• Obtain and distribute all licenses and fuel cards to all relevant parties timeously per distribution register and signature.
• Liaise with finance for billing and payment of fleet-related expenses.
• Manage toll accounts and parking permits.
• Handle emergency breakdowns and roadside assistance arrangements.