Fleet Administrator

Fleet / Invoicing Administrator

Supply Chain

Accountable for quality, standards, service and desired outputs within inter-related functional areas of responsibility. This role may be responsible for work of others.

Job Purpose

This role is accountable for ensuring compliance with all internal and legislated safety and quality standards regarding Sales and Distribution fleet at the Company, including vehicle maintenance.

Key Accountabilities And Outputs

• Monitor and maintain records and schedules of vehicle maintenance
• Monitor vehicles and associated equipment locations
• Manage and update the Asset Register for vehicles and related equipment
• Compile vehicle and equipment fuel expenditure reports for Management monthly.
• Schedule maintenance and repairs to vehicles and equipment, as and when required.
• Attend to breakdowns and accidents in order to remedy as soon as possible
• Source quotations for repairs and maintenance to vehicles and related equipment
• Maintain vehicle Maintenance Files
• Schedule tracking fitment into new and existing vehicles as and when required
• Manage insurance claims and repairs to accident damaged vehicles
• Monitor and maintain vehicle Licensing Schedule to ensure against expiry of licenses for vehicles
• Compile, manage and maintain Budget Schedules for each vehicle
• Update Asset Register when vehicles or equipment is relocated
• Update Driver Records and monitor which drivers/operators are in control of vehicles or equipment
• Update Service Records and maintain Service Schedules for vehicles and equipment
• Ensure that vehicles and equipment are serviced within the prescribed periods
• Monitor speeding and misuse of vehicles and report to Management
• Monitor fuel usage and report anomalies to management
• Monitor and manage accident repairs and Insurance Claims
• Monitor vehicle equipment requirements and accessories
• General office administration and filing
• Conduct regular fleet inspections
• Ensure that the fleets appearance upholds The Beverage Companys image
• Ensure the safe operation of vehicles in accordance with the Road Traffic Act within and outside of the Distribution Centre
• Ensure complaince with all relevant legislation and suppport a safe environment for The Beverage Companys employees, contractors and visitors

Qualifications And Experience

• Grade 12 / Matric / NQF level 4 (Essential)
• Diploma / NQF level 6 would be an advantage
• Up to 2 years experience (Operational Execution) FMCG
• MS Excel; MS Word; SAP; E Mail; MS PowerPoint

Key Qualities

Communication

• Detailed verbal or written instructions or requests to employees or contractors

Problem Solving

• Proactive identification of functional problems related to a specific process or policy, determine cause and impact, and choose the best alternative to solve the problem based on guidelines provided and an understanding of the theory or practices underpinning the problem.

Relationships Maintained

• Others outside the organisation

Behavioural Competencies

Planning and Organising

• Manages time effectively, ensuring effective completion of tasks under stressful deadlines.
• Able to prioritise activities and resources, ensuring that results are achieved effectively.
• Able to evaluate progress and make appropriate adjustments to initial plans, ensuring a successful outcome.

Judgment and Decision Making

• Able to gather information from a variety of sources.
• Understands cause and effect relationships within data and interprets this to make competing, holistic decisions
• Develops alternatives before making complex decisions
• Looks for the most innovative, efficient and value adding solution when making a decision
• Makes decisions in time and forecasts when decisions need to be made
• Formulates a big picture understanding of the near-term impact of decisions (including the time and resources required to implement decision)
• Evaluates the longer term business impact of decisions
• Takes initiative when making decisions

Verbal Communication

• Able to communicate verbally in a logical manner.
• Takes the intended audience into account when communicating verbal information.
• Makes use of appropriate business language in verbal communication.
• Includes all relevant information in verbal arguments.
• Demonstrates proficiency of language in verbal communication.
• Interprets complex information to expresses own viewpoint in verbal communication.
• Concludes verbal arguments by making reference to relevant facts

Continuous Improvement

• Increases performance expectations when success has been achieved
• Seeks out sources of information, including trade associations, best practice companies, customers, peers, subordinates, etc.
• Finds ways to fast-adapt improvement ideas to work processes
• Proactively seeks out resources, alliances, etc., needed to quickly introduce improvements

Analytical Thinking

• Able to take a complex task and breaking it down into manageable parts in a logical, detailed way.
• Thinks of multiple explanations or alternatives to a problem
• Able to identify the information needed to solve a problem effectively
• Performs tasks accurately and thoroughly, making adjustments to ensure needs are met
• Considers business priorities when making decisions or analysing the costs and benefits of various alternative solutions.