Branch Administrator
Port Elizabeth, Eastern Cape
Fleet Management:
Ensure procurement of vehicle/accessory order is compiled by:
• Receiving vehicle/accessories order files & validating orders by making sure all information about the order is filled in correctly e.g.
delivery address and date, deposit requirements, colour, title holder information, etc.
• Issue order numbers & confirm delivery dates in line with the signed COR. Keep Departmental Managers up to date.
• Complete the vehicle requisition on the production system.
• Generating purchase orders.
• Arranging for orders & proxy forms to be emailed or collected by suppliers.
• Pre-Delivery Tracking of vehicles: (Ensure pre-delivery tracking process by):
Check delivery dates with the suppliers and advise 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 & administration; registering insurance claims & follow up process to completion.
• Ordering Fuel cards.
• Monthly fuel reconciliation to the statement.
• Resolving errors/problems with fuel cards. Cancelling fuel cards.
• Contract restructures:
Running the pending restructure list & issuing purchase orders.
• In conjunction with the buying administrator, ensure 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 treated as urgent and timeous repairs to eliminate downtime.
• Manage monitoring system (Tracker installations, problems & information).
• Manage vehicle fines (ensure fines are paid and liaise with HR to do AOD).
• Financials: managing lease vehicle, vehicle repair costs & fuel expense allocations.
• Manage the process of asset vehicles to be sold.
• CAPEX process: Create PO; upload on Magnitude; payment of supplier; asset registering on Kerridge with National.
• Creating and monitoring purchase orders. Ensuring that outstanding orders are followed up & processed. Orders to be received.
• Cell phone & computer equipment management & ordering.
• Managing of GIS account daily & verifications for branch.
• Facilitating & processing of entire customer onboarding process.
• Asset Register Management.
• Full responsibility of petty cash.
• Full responsibility for purchasing for the Admin & Rental Department.
• Co-ordinating & driving clearing accounts with all Departments.
• Coordination of FMCG Customer Fleet Schedules.
• Assist Rental Department in LTR & STR, when required.
• Assist the Debtors Team, when required.
• Assist with internal/external queries.
• Overall responsibility to prepare and distribute scheduled (monthly, weekly, and daily) and ad-hoc reports.
Required Minimum Knowledge, Skills Education / Training & Experience Requirement(s): not negotiable
- Grade 12 / Matric.
- Code 8 driver’s license.
- Advanced / Expert Computer literacy in MS Outlook, Word & Excel.
- Experience working in Kerridge will be advantageous.
- Strong financial/numerical ability – must have experience and understanding of financial indicators, e.g., AODs, Capex, Fleet replacement,
and restructures.
- Strong accounting knowledge, particularly concerning fixed assets and depreciation calculations.
- Experience in fleet management.
- Good negotiating skills.
Preferred Knowledge, Skills Education / Training and Experience Requirement(s):
• Working knowledge of the Kerridge system.
• Experience in fleet management.
