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 (duplicate repairs, incorrect labour rates, incorrect odometer 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 departments
• Repair cost verification
• Follow up with suppliers on invoices and open Purchase Orders
• Receive & receipt invoices
• Attend to and resolve all Fleet 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 Purchase Orders 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
• 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
• Interpersonal communication
• Teamwork
• Time management
• Problem solving
• Critical thinking
• Attention to detail
• Adaptability
• Supplier Liaison – internal and external
• Flexibility
• Verbal and written communication
• Report writing
• Logical thinking
• Organizational awareness
• Relationship building