Position: Fines Administrator
Location: Bloemfontein
Department: Compliance / Transport / Finance
Overview
The Fines Administrator is responsible for the accurate and timely management of all company-related fines—including traffic, overload, and driver-specific fines. This role encompasses the end-to-end process of collecting, processing, paying, and reconciling fines, as well as communicating with clients, internal teams, and drivers. The administrator ensures that all fines are properly recorded, managed in compliance with traffic regulations, and resolved to minimize the financial impact on the business.
Key Responsibilities
Fines Collection, Processing & Payment
- Collect and process all fines (overload, company, and driver-related).
- Ensure timely payments and accurate records on systems such as Sage.
- Prepare and submit representations for company and overload fines, especially those involving damages or disputes.
- Generate overload invoices, obtain client approvals, and coordinate timely settlements.
Driver Fines Administration
- Issue loan forms to drivers for traffic fines incurred.
- Ensure deductions are submitted for payroll processing.
- If the driver is no longer employed, complete fine nominations within the required 30-day window.
Reconciliation & Reporting
- Reconcile fines, invoices, and payments on a monthly basis.
- Maintain up-to-date Excel records for all fines, capturing every transaction and outstanding balance.
- Provide summaries and updates to the Finance PA and Creditors teams.
Communication & Coordination
- Work closely with the Debtors team to ensure prompt client payments.
- Maintain clear communication with drivers, depots, and relevant departments.
- Submit payments to traffic departments and ensure proper filing of receipts and documentation.
Fines Categories Breakdown
Overload Fines
- Receive and process overload fines from depots and drivers.
- Manage submission of representations and coordinate with clients for approval and payment.
- Ensure contractor payments are processed accordingly.
Driver Fines
- Record fines received in-person or by post.
- Identify responsible drivers, ensure loan form signing, and process payroll deductions.
- Liaise with Finance PA and Creditors to ensure accurate and timely processing.
Company Fines
- Administer fines issued to the company directly.
- Negotiate potential reductions where applicable.
- Submit for payment after verifying all documentation.
Driver Reconciliation
- Perform daily reconciliation of fines and related data in Excel.
- Ensure truck compliance by coordinating with depots and confirming the presence of required dividers.
Skills & Competencies
- Strong communication skills (verbal & written).
- Conflict resolution and problem-solving abilities.
- Highly organized with keen attention to detail.
- Proficient in Microsoft Excel; familiarity with Sage and VIP Payroll is an advantage.
- Ability to multitask under pressure.
- Solid understanding of traffic and vehicle compliance regulations.
- Fluent in both Afrikaans and English.
Education & Experience Requirements
- National Senior Certificate (Grade 12) or equivalent.
- Minimum 1 year of relevant administrative experience.
- Background in transport/logistics or experience with fines administration is preferred.
- Familiarity with the Road Traffic Act and related compliance processes is a strong asset.
