Administrator (National Fleet)

Location: East Rand, Gauteng

Full Job Description

Perform monthly billing reconciliations and update branch vehicle allocations.
Distribute billing schedules to Branch Managers for verification of accounts, including First Auto, Nedbank, Engen, Total, Cartrack, and D Hollard.
Manage monthly fuel reconciliation and distribute reports to branches.
Maintain accurate vehicle movement records and individual billing schedules.
Capture and update new vehicles by tonnage, class, and branch.
Ensure timely updates of the vehicle report and proper documentation storage.
Handle branch vehicle queries, license renewals, and document submissions.
Coordinate vehicle document processing (D-Bit numbers, registrations, insurance).
Distribute service history and driver license reports weekly.
Monitor daily fuel discrepancies via Fuel App and investigate variances.
Administer new vehicle processes, including registrations, deliveries, and document archiving.
Manage fuel, toll cards, and E-tags – including ordering, cancellations, and replacements.
Address declined cards and fuel discrepancies with service stations and banks.
Liaise with insurance companies and banks for claims, excesses, and NATIS documents.
Prepare authorization letters for cross-border vehicle operations.
Coordinate with Cartrack for vehicle allocations and registration updates.

Create new entries and maintain the vehicle system (licenses, agreements, specs).
Track financial agreements, interest rates, and consumption targets.
Monitor vehicle movements, decommissioning, and license renewals.
Manually import fuel data and update driver/vehicle documentation.
Reconcile fuel data, investigate discrepancies, and ensure mileage accuracy.
Monitor service history, set alerts for upcoming services, and verify trip data.

Ensure timely vehicle mileage entries and resolve discrepancies.
Oversee the incident/accident process, from logging to document submission and completion.
Create and match purchase orders for service providers and reconcile billing schedules.

Verify and process creditor invoices, match to statements and orders.
Reconcile payments, resolve queries, and ensure accuracy in rates, charges, and discounts.
Maintain the Vehicle Management System and update monthly fuel consumption reports.
Print and reconcile payables and payment schedules.
Prepare accruals based on the AARTO system, incident reports, and vehicle data.

Storeman x1 and Driver X1