Introduction
The Fines Administrator is responsible for the effective, timely, and accurate management of all company-related fines, including overload and driver fines. The role ensures that all fines are collected, processed, paid, and reconciled efficiently, while maintaining clear communication with clients, drivers, and internal departments. Duties also include making representations, coordinating with both creditors and debtors, and keeping precise records to ensure compliance with traffic laws and vehicle regulations. A key aspect of this position is minimizing the financial impact of fines on the company by ensuring proper processing and prompt payments.
Key Responsibilities
General Duties
Fines Processing & Payment
- Collect and process all fines, including company, overload, and driver-related fines
- Ensure timely payment of fines and capture all relevant details in Sage
- Submit representations for company and overload fines (e.g., truck damages)
- Issue overload invoices to clients, secure approvals, and follow up for timely payment
Driver Fine Management
- Issue loan agreements to drivers responsible for traffic fines
- Submit fine deductions to payroll for salary processing
- Nominate fines to former employees within 30 days when applicable
Reconciliation & Reporting
- Conduct monthly reconciliations of fines, related invoices, and payments
- Maintain up-to-date records and provide Excel reports as needed
- Share payment summaries with Finance PA, Creditors, and other relevant departments
Communication & Coordination
- Liaise with debtors’ department for payment follow-ups
- Coordinate with depots and drivers to ensure proper handling of fines
- Submit proof of payments to traffic departments and maintain organized filing of all records
Specific Fines Management Areas
Overload Fines
- Receive and document fines from drivers and depots
- Prepare and submit representations
- Secure client approval for overload-related charges
- Work with the debtors’ team to invoice and follow up on client payments
- Ensure overload fine payments to contractors are processed
Driver Fines
- Receive fines either directly or by post
- Identify responsible drivers and ensure loan forms are completed
- Submit deductions to payroll
- Collaborate with Finance PA and Creditors for accuracy and timely payment
Company Fines
- Manage fines received through depots or directly from drivers
- Submit representations and negotiate potential discounts
- Confirm fine details and submit for payment processing
Driver Reconciliation
- Perform daily reconciliation of fines in Excel
- Engage with drivers and depots to ensure all trucks have the necessary safety equipment (e.g., dividers)
Skills & Competencies
- Strong conflict resolution and problem-solving abilities
- Excellent written and verbal communication skills
- Ability to multitask and work effectively under pressure
- Proficiency in Microsoft Excel and general computer literacy
- Familiarity with Sage and VIP payroll systems (advantageous)
- Solid understanding of traffic and vehicle regulations
- Attention to detail and high accuracy in administrative tasks
- Bilingual (Afrikaans and English)
Experience & Qualifications
- National Senior Certificate (Matric) or equivalent
- Minimum of 1 year in a similar administrative or logistics-related role
- Experience with traffic fines administration, preferably in a transport or logistics setting
- Knowledge of the Road Traffic Act and related legislation is highly beneficial
