Summary Statement:

The purpose of this position is to ensure achievement of business objectives, through personal performance and the performance of the admin team, best management practices are followed in all areas of responsibility regarding admin procedures and actions, to implement and uphold actions in line with company strategic vision, to maximize efficiency of the department and to operate the department costs according to set targets.

Key Performance Areas:

To perform this job successfully, the appointed individual must be able to perform each essential duty / key performance area satisfactorily. This list of key performance areas is not exhaustive and may be changed / supplemented to accommodate business needs from time to time. This position would also, apart from key performance areas stipulated below, be required to assist the supervisor / manager with other duties from time to time, as may be deemed necessary:

Fleet Management:
Ensure procurement of vehicle/accessory order is compiled by:
Receiving vehicle / accessories order files and validating order by making sure all information pertaining to the order is filled in correctly e.g. delivery address and date, deposit requirements, colour, title holder information etc.
Issue order numbers and confirm delivery dates in line with the signed COR. Keep departmental managers UpToDate with delivery times and schedules.
Complete the vehicle requisition on the production system with the validated information.
Generating purchase orders from the production system
Arranging for orders and proxy forms to be emailed to or to be collected by the suppliers.
Pre-Delivery Tracking of vehicles: (Ensure pre-delivery tracking process by)
Checking delivery dates with the suppliers and advising departments of any changes.
Emailing of vehicle order letters generated by the production system, to the department advising them of the confirmed delivery date
Confirm delivery before handing unit file to the administration for activation.
Vehicle accidents, record keeping and administration; registering insurance claims and follow up process to completion.
Ordering Fuel cards: Order and issue fuel cards when needed / due. All fuel cards must be ordered prior to the delivery of the vehicles.
Monthly Fuel reconciliation to statement
Resolving errors/problems with fuel cards. Cancelling fuel cards when required
Contract restructures:
Running the pending restructure list and issuing purchase orders in the case of committed restructures logged on CRM.
In conjunction with the buying administrator, then ensuring that the provisional restructure list remains clean and up to date.
Fleet maintenance: Scheduling vehicle services in accordance with service schedule.
Vehicle repairs to be treat as urgent and timeously repairs to eliminate down time.
Manage monitoring system (Tracker installations, problems and information)
Manage Vehicle fines (ensure fines are paid and liaise with HR to do AOD)
Financials: managing lease vehicle, vehicle repair costs and fuel expense allocations
Manage process of asset vehicles to be sold.
License renewals

Administration duties:
CAPEX process: Create PO; upload on Magnitude; payment of supplier; asset registering on Kerridge with national.

Managing of GIS account daily and verifications for branch
Facilitating & Processing of entire Customer Onboarding process
Asset Register Management