Purpose of the RoleFleet administration, responsible for supporting the fleet department with regards to all administration.Main ResponsibilitiesReceiving of repairs, maintenance, and tyre quotes from all suppliers via email and loading quotes on GreenFleet.Issue pre reference number to dealers for vehicles under maintenance plan.Check history of each vehicle.Flag any discrepancies (duplicate repairs, incorrect labour rates, incorrect odometer readings, etc.).Ensure vehicle history report and all relevant documentation is attached prior to sending quotes for approval to Fleet Manager.Create and send purchase orders to relevant departments.Follow up with suppliers on invoices and open Purchase Orders.Attend to and resolve all Fleet queries.Load daily quotes received from all suppliers on tracking report.Liaise with suppliers, fleet controllers, fleet managers, and internal customers.Consolidate Open Purchase Orders report and Engen report.Issue licence discs to fleet controllers.Load asset verification photos for private staff on the system.Traffic fines management.Captures accidents on Master report.Register claim on GreenFleet.Appoint assessor.Follow up on outstanding documents (Quotes, presentation, MVA pack, etc.).Generate PO's.Request invoices and receipt.Liaise with supplier and internal customers.Consolidate weekly accidents reports, Open order report.Complete Capex 2 disposal.Office AdministrationMaintain accurate filing records for vehicle fleet.Adhoc administrative tasks as delegated by Admin Manager and Fleet Manager.Education and QualificationGr 12.Transport qualifications or working towards a technical or transport qualification.Fleet and transport training completed will be an advantage.Experience and Training5 Years' experience in an administrative role within a fleet maintenance or workshop environment.Supplier and customer liaison.Relationship buildingMaintenance call centre (advantage not compulsory).Knowledge of car parts, service levels, labour rates, licensing, and COF's, tyres, etc.Strong technical background.Knowledge and SkillOffice Administration.MS Office and Excel.Interpersonal communication.Teamwork.Time management.Problem solving.Critical thinking.Supplier Liaison – internal and external.Flexibility.Verbal and written communication.Logical thinking.Organizational awareness.Relationship building.
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