Location: East Rand, Gauteng
Position: Fleet & Vehicle Administrator
Key Responsibilities
Business Planning & Development
- Reconcile monthly billing and maintain vehicle allocation records across branches.
- Distribute billing schedules to Branch Managers for accounts including First Auto, Nedbank, Engen, Total, Cartrack, and D Hollard.
- Share monthly fuel reconciliations and billing data with relevant departments (Cross Border, Linehaul, Triton Express, Triton Fleet).
- Capture new vehicle configurations, tonnage, class, and branch allocations.
- Maintain and update vehicle movement logs and documentation.
- Handle administrative tasks related to new vehicles, including license renewals and service records.
- Monitor fuel app discrepancies, vehicle mileage, and driver license updates.
- Process orders for fuel cards, toll cards, and E-tags.
- Manage fuel card activations, replacements, limits, and cancellations.
- Report and investigate fuel discrepancies and fraudulent transactions.
- Coordinate with insurance providers for claims, payments, and cover.
- Request and manage NATIS documents and vehicle settlements.
- Facilitate cross-border authorizations and track vehicle deliveries and allocations.
Sales Department Support
- Issue and manage fuel cards for new and outgoing sales staff.
- Provide reporting and logbook billing to sales branches.
- Address card-related queries and maintain system updates.
System Management (Vehicle Management System)
- Add new vehicles, licenses, and financial terms to the system.
- Track vehicle transfers, decommissioning, and fleet license renewals.
- Monitor fuel consumption, service intervals, and maintenance records.
- Capture and verify missed transactions and update monthly fuel rates.
- Track driver licenses, PDPs, and forklift licenses.
- Reconcile trip mileage and manage off-road vehicle updates.
Operations System Management
- Ensure all branch month-end mileages are captured accurately.
- Identify and resolve mileage discrepancies.
- Record incidents and accidents, monitor resolution progress, and ensure documentation is submitted.
Procurement & Creditors Management
- Process purchase orders and verify costs across key service providers (e.g., First Auto, Cartrack, Engen).
- Match invoices to POs, review charges, and reconcile accounts.
- Prepare accrual schedules using data from AARTO, Vehicle Management, and Incident Systems.
- Generate reports for open payables and creditor reconciliations.
Requirements
- Matric (Grade 12)
- 2–3 years’ general accounting experience
- Experience with Accpac or similar accounting software
- Proficiency in MS Word, Excel, and Outlook
- Strong reconciliation and purchasing skills
- Good understanding of vehicle technical aspects
- Effective communication and administrative skills
- Ability to work under pressure and independently
- Willingness to work overtime when needed
- Professional appearance and behavior
- Own reliable transport
