The core purpose of the role of the Fleet Administrator is to ensure efficient and effective administration and control, by ensuring adherence to company policies and procedures with regards to all vehicle bookings, returns, invoicing and insurance claims and payments. Ensuring customer service of the highest standard.
Responsibilities
- Communicate service requests in advance for vehicle hire.
- Ensure vehicles are fit for purpose.
- Send mails to the driver acknowledging his acceptance of any fines, confirmed as the designated driver by the driver’s manager.
- Administer insurance claims. Ascertain the type of claim:
- Glass Claim
- Theft or loss of accessories
- Motor Accident Claim
- Log all accident case numbers within a 24-hour timeframe.
- Report all accidents to the CEO.
- Monitor the vehicle/fleet requirements daily.
- Stay contactable telephonically during and after hours.
- Load driver details.
- Provide analysis on rentals, returns, damage, insurance & fines in monthly report to the CEO.
- Provide summary on invoices paid and outstanding monthly to the CEO.
- Send monthly claim reports to the finance department.
- Compile incident reports and supporting evidence packs.
- Ensure drivers have a valid driver’s licence.
- Keep abreast of the latest:
- RTO regulations
- Vehicle rental systems
- Vehicle rental companies and fares
Qualifications & Experience
- Diploma/Degree in Logistics, Transport Management, or a related field.
- Strong administration/finance background.
- Minimum of 5 - 8 years of experience in fleet control or a related field. Administrative office procedures, practices and equipment.
Knowledge & Skills
- In-depth experience in filing and administering vehicle claims.
- Car rental policies and procedures.
- Invoicing.
- Proficiency in compiling and conceptualising reports related to fleet operations and car rentals.
- Proficiency in MS Office, with intermediate to advanced skills in Excel.
- Possession of a valid South African ID.
- Excellent problem-solving skills.
- A valid driver’s license.
- Good interpersonal skills.
- Effective collaboration and communication skills.
- Flexibility and adaptability to work in a fast-paced, dynamic environment with changing priorities.
- Ability to work well under pressure, with minimum supervision.
- Attendance/Punctuality, ensuring consistent reliability.
- Demonstrates exceptional attention to detail.
- Well-developed time management skills to meet tight deadlines.
- Mature (High) EIQ (emotional intelligence quotient).
- Must be quality focused and have excellent critical thinking, analytical skills.
- Strong collaboration abilities - Team player.
- Well-developed interpersonal and conflict management skills.
- Basic accounting skills.
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