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 the company strategic vision, maximize efficiency of the department, and operate the department costs according to set targets.
Profile
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 orders 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 up to date 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 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, 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 treated as urgent and timeously repaired to eliminate downtime. 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.
Job location
Africa, South Africa
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