RESPONSIBILITIES:
Business Planning and Development:
Monthly billing reconciliation
Capturing and updating branch vehicle allocation
Distributing of billing schedules to Branch Managers to verify the billing and vehicle allocation on the following accounts:
First Auto (Sales Rep)
Nedbank (Toll card and e-tag)
Engen (Bowser and Card Fuel)
Total (Bowser Fuel)
Cartrack
D Hollard (Insurance)
Monthly fuel recon distribution to Branch Managers
Updating and maintaining vehicle movements before Branch distributions
Monthly distribution of individual billing schedules to Cross Border, Triton Express Linehaul and Triton Fleet branches
Capturing of new vehicles per configuration tonnage, class and branch allocation
Maintaining and updating the vehicle report to ensure movements are done timeously
Ensuring that copies of vehicle documents are received and record keeping thereof
Assisting with all Branch vehicle queries
Ensuring D-Bit numbers on new vehicles are received from the Finance department
Distributing weekly Vehicle service history and driver license analysis reports to all Branch Managers
Updating daily fuel discrepancies from the Fuel App
New Vehicle administration and record keeping
Archiving records on written-off, sold and or scrapped vehicles
Capturing of license renewals
Communicating all branch bowser fuel fill discrepancies
Month-end bowser recon submissions
Bowser verification on fuel fills, fuel stock, vehicle allocation and monthly fuel reconciliation
Communicating month-end vehicle mileages and liaising with all branches on month end vehicle mileages, resolving and correcting any incorrect vehicle mileages
Placing orders for fuel cards, toll cards and E-tags for new vehicles, and distributing thereof to the relevant Branches
New vehicle registration number allocating and distributed to the relevant branches
Following up on delayed vehicle deliveries
Ensuring new Vehicles are delivered to the relevant branches
Increasing limits on fuel cards
Attending to declined fuel cards and liaising with the service stations and banks
Cancellation of Lost, sold and or written off vehicles fuel, toll cards and E-tags
Ordering of replacement cards and E-tags
Accepting of faulty, written off and sold vehicles E-tags to ensure it is returned to Nedbank
Monitoring and pre-alert branches on fuel and toll card discrepancies
Attending to fraudulent transactions on all vehicle card claims, and document submissions for a refund
Annual distributing of Engen EDC and Nedbank toll cards
Branch allocation and distributing of all vehicle cards
Attending to declined fuel cards through the Service stations and Banks
Managing and maintaining Vehicle settlements and documents administration
Requesting vehicle Natis documents from the various banks
Liaising with the Insurance Company on claim payments and documents
Submitting of excess and 3rd party invoices to the Branch Managers
Requesting of new vehicle insurance and cover from the Insurance Company
Managing paid up vehicle NATIS documents for vehicles to be transferred to Company ownership
Drafting of authorization letters to various banks and the Insurance Company for vehicles to operate cross-border
Liaising with Car Track on vehicle allocations and change of registration numbers
Business Development (National Sales department):
Ordering of fuel cards for new Sales staff
Cancelling and removing terminated Sales staff fuel cards on the Bank system
Attending to queries and provide feedback
Activating and blocking fuel cards
Generating reports and billing for logbooks
Distributing of monthly billing and schedules to the Branch Managers
System Management: Vehicle System
Creating Posts and adding new vehicles on the vehicle system
Capturing licenses, financial agreements, and vehicle capacity and target consumption
Capturing and analysing financial vehicle agreement terms and interest rates
Transferring of Vehicles movement (Branch allocation or change registrations)
Maintaining and updating vehicle compliment
Decommissioning of terminated vehicles
Renewing of National Fleet licenses
Ensuring new licenses are certified and uploaded on the vehicle system
Verifying and uploading Engen EDC and bowser fuel Imports manually onto the vehicle system
Monitoring of Fleet Vehicle maintenance, mileage history and Fuel consumption
Manually capturing of missed fuel transactions from the fuel app
Fuel reconciliation and identifying discrepancies and trip mileage errors
Conducting Pre Alerts on fuel discrepancy investigations on vehicles and drivers ensure investigations are actioned and completed
Updating monthly Fuel Rates
Monitoring consumption on the vehicle dashboard
Updating driver licenses, PDP`s and Forklift licenses
Monitoring and analysing vehicle service history, rectifying incorrect mileages and creating pre-alerts for next service intervals
Capturing month-end trip mileages
Verifying trip KM travelled by branches
Vehicles off the road – following up with the branches
Understanding and adherence to OEM warranty processes and procedures
Vehicle Tracking
Branch transfers and balancing of KM`s
Incidents and Accidents
Ensuring all accidents and incidents are captured on the Ops system
Reviewing of discrepancies
Ensuring all documents are submitted and uploaded on the Ops system
Monitoring all stages of incidents and accidents and ensuring it's completed
Processing of Purchase orders for Monthly billing schedules
Creating and matching Purchase orders for the below Service Providers
Verification and processing costs to different branches
First Auto (Sales Rep)
Nedbank
Engen
TOTAL
Cartrack
D Hollard and Associates (Company Insurance)
Processing creditor's transactions
Verifying all creditor invoices against purchase orders and creditors' statements
Requesting statements from creditors
Reconciling, investigating and resolving all queries
Reviewing all invoices for rates, charge accuracy, discounts due, warranties and discrepancies
Updating and maintaining the Vehicle Management System
Capturing fuel fill ups from the browser into Excel
Monitoring and updating monthly fuel Consumption reports
Printing of batches and checking for corrections
Printing open payables reports
Reconciling all creditors to open payables report
Reconciling payment schedule to open payables or ledger reports and discounts
Reconciling outstanding queries from creditors reconciliations
Preparing accrual schedules from
AARTO System
Vehicle Management System
Incident / Accident Report
REQUIREMENTS:
Matric certificate (Grade 12) minimum
2-3 years general accounting exposure
Basic Accpac or similar accounting package experience
Basic MS Word, Excel and Outlook knowledge
General purchasing procedures
Commercial arithmetic calculations
Basic computer operation
Account reconciliation skills
Ability to prepare own correspondence
Ability to work under pressure
A good command of the English language both verbal and written skills
Ability to communicate both internally and externally
Ability to work unsupervised
Ability to work overtime as and when required
Exceptional vehicle technical knowledge
A high degree of integrity required
Presentable and of a professional manner at all times
Own reliable transport to and from work
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