DescriptionRESPONSIBILITIES:Business Planning And DevelopmentMonthly billing reconciliationCapturing and updating branch vehicle allocationDistributing 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 ManagersUpdating and maintaining vehicle movements before Branch distributionsMonthly distribution of individual billing schedules to Cross Border, Triton Express Linehaul, and Triton Fleet branchesCapturing of new vehicles per configuration tonnage, class, and branch allocationMaintaining and updating the vehicle report to ensure movements are done timeouslyEnsuring that copies of vehicle documents are received and record keeping thereofAssisting with all Branch vehicle queriesEnsuring D-Bit numbers on new vehicles are received from the Finance departmentDistributing weekly Vehicle service history and driver license analysis reports to all Branch ManagersUpdating daily fuel discrepancies from the Fuel AppNew Vehicle administration and record keepingArchiving records on written-off, sold, and/or scrapped vehiclesCapturing of license renewalsCommunicating all branch bowser fuel fill discrepanciesMonth-end bowser recon submissionsBowser verification on fuel fills, fuel stock, vehicle allocation, and monthly fuel reconciliationCommunicating month-end vehicle mileages and liaising with all branches on month-end vehicle mileages, resolving and correcting any incorrect vehicle mileagesPlacing orders for fuel cards, toll cards, and E-tags for new vehicles, and distributing thereof to the relevant BranchesNew vehicle registration number allocating and distributing to the relevant branchesFollowing up on delayed vehicle deliveriesEnsuring new Vehicles are delivered to the relevant branchesIncreasing limits on fuel cardsAttending to declined fuel cards and liaising with the service stations and banksCancellation of lost, sold, and/or written-off vehicles fuel, toll cards, and E-tagsOrdering of replacement cards and E-tagsAccepting faulty, written-off, and sold vehicles E-tags to ensure it is returned to NedbankMonitoring and pre-alert branches on fuel and toll card discrepanciesAttending to fraudulent transactions on all vehicle card claims, and document submissions for a refundAnnual distributing of Engen EDC and Nedbank toll cardsBranch allocation and distributing of all vehicle cardsAttending to declined fuel cards through the Service stations and BanksManaging and maintaining Vehicle settlements and documents administrationRequesting vehicle Natis documents from the various banksLiaising with the Insurance Company on claim payments and documentsSubmitting of excess and 3rd party invoices to the Branch ManagersRequesting of new vehicle insurance and cover from the Insurance CompanyManaging paid-up vehicle NATIS documents for vehicles to be transferred to Company ownershipDrafting of authorization letters to various banks and the Insurance Company for vehicles to operate cross-borderLiaising with Car Track on vehicle allocations and change of registration numbersBusiness Development (National Sales Department)Ordering of fuel cards for new Sales staffCancelling and removing terminated Sales staff fuel cards on the Bank systemAttending to queries and providing feedbackActivating and blocking fuel cardsGenerating reports and billing for logbooksDistributing monthly billing and schedules to the Branch ManagersSystem Management: Vehicle SystemCreating posts and adding new vehicles on the vehicle systemCapturing licenses, financial agreements, and vehicle capacity and target consumptionCapturing and analysing financial vehicle agreement terms and interest ratesTransferring of vehicles movement (Branch allocation or change registrations)Maintaining and updating vehicle complimentDecommissioning of terminated vehiclesRenewing of National Fleet licensesEnsuring new licenses are certified and uploaded on the vehicle systemVerifying and uploading Engen EDC and bowser fuel imports manually onto the vehicle systemMonitoring of Fleet Vehicle maintenance, mileage history, and Fuel consumptionManually capturing of missed fuel transactions from the fuel appFuel reconciliation and identifying discrepancies and trip mileage errorsConducting pre-alerts on fuel discrepancy investigations on vehicles and drivers ensure investigations are actioned and completedUpdating monthly Fuel RatesMonitoring consumption on the vehicle dashboardUpdating driver licenses, PDP`s, and Forklift licensesMonitoring and analysing vehicle service history, rectifying incorrect mileages, and creating pre-alerts for next service intervalsCapturing month-end trip mileagesVerifying trip KM travelled by branchesVehicles off the road – following up with the branchesUnderstanding and adherence to OEM warranty processes and proceduresVehicle TrackingBranch transfers and balancing of KM`sOps systemEnsuring all branches capture month-end mileages timeouslyIdentifying discrepancies, and rectifying errors and vehicle mileage amendmentsIncidents and AccidentsEnsuring all accidents and incidents are captured on the Ops systemReviewing of discrepanciesEnsuring all documents are submitted and uploaded on the Ops systemMonitoring all stages of incidents and accidents and ensuring it's completedProcessing of Purchase orders for Monthly billing schedulesCreating and matching Purchase orders for the below Service ProvidersVerification and processing costs to different branches First Auto (Sales Rep) Nedbank Engen TOTAL Cartrack D Hollard and Associates (Company Insurance)Processing creditor's transactionsVerifying all creditor invoices against purchase orders and creditors' statementsRequesting statements from creditorsReconciling, investigating and resolving all queriesReviewing all invoices for rates, charge accuracy, discounts due, warranties, and discrepanciesUpdating and maintaining the Vehicle Management SystemCapturing fuel fill-ups from the browser into ExcelMonitoring and updating monthly fuel consumption reportsPrinting of batches and checking for correctionsPrinting open payables reportsReconciling all creditors to open payables reportReconciling payment schedule to open payables or ledger reports and discountsReconciling outstanding queries from creditors reconciliationsPreparing accrual schedules fromAARTO SystemVehicle Management SystemIncident / Accident ReportRequirementsREQUIREMENTS:Matric certificate (Grade 12) minimum2-3 years general accounting exposureBasic Accpac or similar accounting package experienceBasic MS Word, Excel, and Outlook knowledgeGeneral purchasing proceduresCommercial arithmetic calculationsBasic computer operationAccount reconciliation skillsAbility to prepare own correspondenceAbility to work under pressureA good command of the English language both verbal and written skillsAbility to communicate both internally and externallyAbility to work unsupervisedAbility to work overtime as and when requiredExceptional vehicle technical knowledgeA high degree of integrity requiredPresentable and of a professional manner at all timesOwn reliable transport to and from workWork LevelManagementJob TypePermanentSalaryMarket RelatedEE PositionNoLocationJHB East Rand
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