Fleet Administrator

Oversee the administrative aspects of fleet operations, including vehicle registration, insurance, and compliance documentation. Maintain accurate records of fleet assets, including vehicle details, maintenance schedules, and usage. Coordinate vehicle maintenance and repairs to minimize disruption to logistics operations. Schedule regular inspections and track vehicle service histories. Prepare and maintain detailed reports on fleet performance, costs, and compliance. Ensure timely and accurate completion of all fleet-related paperwork and documentation. Liaise with external vendors for vehicle services, parts procurement, and repairs. Ensure compliance with all relevant regulations and industry standards. Monitor and manage fleet-related expenses, including fuel, maintenance, and repairs. Assist in budget preparation and cost analysis for fleet operations.

Key Duties & Responsibilities

Fleet Utilisation:

• Percentage of fleet availability versus downtime.
• Efficiency in vehicle scheduling and resource allocation.

Compliance:

• Number of compliance issues or violations reported.
• Timeliness of documentation and adherence to regulatory requirements.

Cost Management:

• Accuracy in budget forecasting and control of fleet-related expenses.
• Reduction in unexpected repair and maintenance costs.

Documentation Accuracy:

• Completeness and accuracy of fleet records and reports.
• Timeliness in processing and filing of documentation.

Vendor Management:

• Performance and reliability of vendors and service providers.
• Effectiveness in negotiating contracts and managing service agreements

Skills, Experience & Education

Skills:

• Strong ability to manage and prioritize multiple tasks and responsibilities.
• Excellent time management and coordination skills.
• High level of accuracy in maintaining records and preparing reports.
• Ability to spot discrepancies and ensure compliance with documentation standards.
• Clear and effective verbal and written communication skills.
• Ability to liaise with vendors, logistics teams, and regulatory bodies professionally.
• Strong analytical capabilities to monitor fleet performance and manage costs.
• Proficiency in data analysis and reporting.
• Familiarity with fleet management software and tools.
• Proficiency in MS Office, particularly Excel, for reporting and data management.
• Excel & reporting (non-negotiable)
• ERP systems (e.g., MS Dynamics 365, SAP, etc)
• Fleet management systems/telematics (e.g., Geotab, vehicle tracking systems)
• Record keeping and compliance (licenses, maintenance logs, regulatory documentation)

Experience & Qualification:

• Grade 12 with 6 Credits or better
• Degree/Diploma in Business Administration, Logistics/Supply Chain Management, Transport Management, Mechanical/Automotive Engineering
• Minimum of 2 years of experience in fleet administration or logistics management, preferably in a bottling or manufacturing environment.
• Understanding of fleet operations and logistics within a bottling or similar industry.
• Familiarity with regulatory requirements and compliance standards for fleet management.
• Experience with fleet management systems and software.
• Ability to handle administrative tasks efficiently and accurately.
• Proven experience in managing vendor relationships and negotiating service contracts. Ability to coordinate effectively with external service providers.