The core purpose of the role of the Fleet Administrator is to ensure efficient and effective administration and control, by ensuring adherence to company policies and procedures regarding all vehicle bookings, returns, invoicing, and insurance claims and payments, ensuring customer service of the highest standard.
Responsibilities
Communicate service requests in advance for vehicle hire.
Ensure vehicles are fit for purpose.
Send emails to the driver acknowledging acceptance of any fines, confirmed as the designated driver by the driver's manager.
Administer insurance claims. Ascertain the type of claim:
Glass Claim
Theft or loss of accessories
Motor Accident Claim
Log all accident case numbers within a 24-hour timeframe.
Report all accidents to the CEO.
Monitor the vehicle/fleet requirements daily.
Stay contactable telephonically during and after hours.
Load driver details.
Provide analysis on rentals, returns, damage, insurance & fines in monthly report to the CEO.
Provide summary on invoices paid and outstanding monthly to the CEO.
Send monthly claim reports to the finance department.
Compile incident reports and supporting evidence packs.
Ensure drivers have a valid driver's licence.
Keep abreast of the latest RTO regulations.
Stay informed about vehicle rental systems.
Stay updated on vehicle rental companies and fares.
Qualifications & Experience
Diploma/Degree in Logistics, Transport Management, or a related field.
Strong administration/finance background.
Minimum of 5 - 8 years of experience in fleet control or a related field, including administrative office procedures, practices, and equipment.
Knowledge & Skills
In-depth experience in filing and administering vehicle claims.
Familiarity with car rental policies and procedures.
Invoicing skills.
Proficiency in compiling and conceptualizing reports related to fleet operations and car rentals.
Proficiency in MS Office, with intermediate to advanced skills in Excel.
Possession of a valid South African ID.
Excellent problem-solving skills.
A valid driver's license.
Good interpersonal skills.
Effective collaboration and communication skills.
Flexibility and adaptability to work in a fast-paced, dynamic environment with changing priorities.
Ability to work well under pressure, with minimum supervision.
Attendance/Punctuality, ensuring consistent reliability.
Demonstrates exceptional attention to detail.
Well-developed time management skills to meet tight deadlines.
Mature emotional intelligence (EIQ).
Quality-focused with excellent critical thinking and analytical skills.
Strong collaboration abilities - Team player.
Well-developed interpersonal and conflict management skills.
Basic accounting skills.
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