Fleet Specialist

KNOWLEDGE,

SKILLS and ABILITIES

• System Proficiency:
  Advanced knowledge of Ford-specific systems: VISTA, Euro Vac, DCDS, SEER, SIRD, VMACS, GVDS and BPMS.

• Financial Systems:
  High competency in ARIBA, ePayables.

• Technical Tools:
  Advanced Microsoft Excel skills (for complex tracking) and SharePoint for document management.

• Attention to Detail:
  Ability to manage administration without compromising on accuracy.

• Communication:
  Strong professional verbal and written communication skills for interacting with Dealers, Government officials, and Finance teams.

• Process Orientation:
  Deep understanding of the vehicle distribution, PDI, and licensing lifecycle.

• Sales Volume Support:
  Successful administrative processing to enable the achievement of sales targets

• Query Resolution Turnaround:
  Adherence to KPI timelines for query resolution.

• Data Accuracy: 100% accuracy in manual tracking sheets and financial PO balances.

• Reporting Timelines:
  Twice-weekly distribution of status reports and weekly distribution of PO trackers.

• Audit Compliance:
  Ensure all PODs, SVOs, and invoices are correctly filed for audit readiness.

Education Qualification:

• A National Diploma or Degree in Business Administration, Finance, Logistics, or a related field.

Years of Experience:

• Minimum 3 years in automotive fleet administration or sales operations.

• Experience working within a high-pressure environment with strict monthly sales and reporting deadlines.

• Order Lifecycle Management:
  Execute the end-to-end administrative processing of vehicle orders for Company fleet, Government and Rental fleets, including dressing, tagging, contracting, wholesaling, and retailing to ensure annual sales targets are met.

• Inventory and Distribution Coordination:
  Perform daily vehicle-to-order matching using SEER and VISTA systems, manage compound releases, and monitor suppliers and distribution reports to ensure timely delivery to customers.

• Financial and Accounts Administration:
  Facilitate the full procurement cycle by raising Purchase Orders in ARIBA, managing supplier invoices, and tracking fund availability to ensure accurate and timely payments.

• Documentation and Revenue Recognition:
  Administer the daily extraction and distribution of licensing documents and invoices via DCDS, while meticulously filing Proof of Delivery (POD) documents to support revenue recognition and audit compliance.

• Reporting and Data Analysis:
  Update and distribute critical status reports and monitor "Orders vs. Allocations" to identify and resolve discrepancies against sales forecasts.

• Stakeholder and Operational Support:
  Act as the primary liaison for Employees, Dealers, Suppliers, Rental clients and Government departments to resolve complex queries within KPI timelines, while coordinating with Ford Protect to ensure correct service plan loading.