Fleet Coordinator

The position is for a dynamic fleet coordinator responsible for managing vehicle allocations, developing maintenance schedules, and ensuring vehicle compliance. The role aims to optimise pool vehicle efficiency for safe and reliable employee transport while minimising vehicle downtime. Additionally, the coordinator will provide general administrative support to ensure smooth daily operations within the department.

The ideal candidate would already have some office administration experience in the Fleet and Logistics industry.

Main Duties and Responsibilities:

• Allocates and schedules pool vehicles in line with approved policies, processes, protocols, and standards.
• Monitors and records vehicle utilisation.
• Monitors the implementation of approved policies and procedures and takes action and reports on non-compliance.
• Conducts regular vehicle checks and inspections to ensure that vehicles are properly used and maintained.
• Coordinates all business-related collections and deliveries such as collecting, posting, and delivering vehicles, parcels, and documentation.
• Monitors the completion of all required documentation and information such as trip sheets, time sheets, and logbooks according to approved Afrirent procedures.
• Monitors adherence to all Occupational Health and Safety (OHS) policies and standards.
• Identifies and reports on risks and hazards.
• Monitors and reports on vehicle and driver behaviour and fuel utilisation.
• Schedules regular maintenance and repairs for pool vehicles.
• Coordinates with service providers to ensure timely maintenance/repairs of the vehicles to minimise downtime and ensure that sufficient pool vehicles are available.
• Maintains records of maintenance and repair history for each vehicle.
• Conducts regular vehicle inspections and checks the roadworthiness of vehicles to ensure that company vehicles are maintained and in good running order at all times.
• Monitors that fuel levels are adequately maintained at all times.
• Reports damages or faults to company vehicles to Fleet Support Services Supervisor.
• Implements all administrative and compliance processes when traffic fine infringements are incurred on pool vehicles such as:
• Timeously identifying traffic fines.
• Allocating traffic fines to the relevant employee.
• Finalising traffic fine payments.
• Coordinates the renewal of vehicle licence discs timeously.
• Handles the end-to-end insurance claims processes until claims are resolved/closed.
• Submits reports and feedback timeously to the Operations Manager on issues identified and outstanding areas of compliance and the reasons thereof.
• Maintains an accurate and updated database of pool vehicles.
• Maintains an accurate list of the allocation and movement of spare keys.
• Submits reports and feedback timeously to the Fleet Support Services Supervisor on all matters related to the pool vehicles.
• Schedules appointments and maintains the daily calendar of the Operations Manager.
• Follows up on communication and takes action accordingly.
• Maintains sufficient stationery/office supply levels for the department.
• Monitors that all equipment is maintained and functional.
• Coordinates and schedules team meetings.
• Compiles and distributes internal memos, reports, business presentations, agendas, letters, and reports as required.
• Takes minutes at meetings and follows up on actions required and matters arising from the meetings.
• Receives visitors professionally and effectively.
• Coordinates all logistics and travel requirements as requested.
• Maintains an effective and updated filing system which allows for easy access and retrieval of information.
• Handles queries accurately, effectively, and timeously.
• Processes payments/payment requisitions in line with approved policies and procedures.
• Compiles and submits monthly, quarterly, and annual reports.

Skills:

• Communication
• Reporting
• Analytical
• Time Management
• Problem Solving
• Multitasking

Qualifications:

• Gr.12 (Required)
• Diploma/Degree in Office Administration/Finance/Logistics.

Minimum Experience:

• 2 years’ experience in office administration in a fleet/logistics environment.

Legal Requirements:

• Code 08 Driver's Licence.
• Valid Professional Driving Permit (PDP).

Job Types: Full-time

Ability to commute/relocate:

• Centurion, Gauteng: Reliably commute or planning to relocate before starting work (Required).

Pay: R24000,00 - R29000,00 per month

Education:

• Diploma (Required)

Experience:

• Office administration: 2 years (Required)
• Fleet/Transport Industry: 2 years (Preferred)