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South Africa

Fleet Administrator

Company Triton Express (Pty) Ltd
Reference # FAJNB1230
Published 14/01/2022
Contract Type Permanent
Salary Market Related
Location Johannesburg, Gauteng, South Africa
Introduction
THE ABOVE POSITION HAS BECOME AVAILABLE AT TRITON EXPRESS JOHANNESBURG, REPORTING TO THE NATIONAL OPERATIONS MANAGER
Job Functions Accounting,Administration,Data Capturing,Data Management
Industries Logistics
Specification
Business Planning and Development:
•Monthly billing reconciliation
•Capturing and updating branch vehicle allocation
•Distributing of billing schedules to Branch Managers to verify the billing and vehicle allocation on the following accounts:
-First Auto ( Sales Rep )
-Nedbank (Toll card and e tag )
-Engen (Bowser and Card Fuel )
-Total (Bowser Fuel )
-Driverisk (DriveCam)
-Pulsit (Vehicle tracker)
-D Hollard (Insurance)
•Monthly fuel recon distribution to Branch Managers
•Updating and maintaining vehicle movements before Branch distributions
•Monthly distribution of individual billing schedules to Cross Border, Triton Express Linehaul and Triton Fleet branches
•Capturing of new vehicles per configuration tonnage, class and branch allocation
•Maintaining and updating the vehicle report to ensure movements are done timeously
•Ensuring that copies of vehicle documents are received and record keeping thereof
•Assisting with all Branch vehicle queries
•Ensuring D-Bit numbers on new vehicles are received from the Finance department
•Distributing weekly Vehicle service history and driver license analysis reports to all Branch Managers
•Updating daily fuel discrepancies from the Fuel App
•New Vehicle administration and record keeping
•Archiving records on written-off, sold and or scrapped vehicles
•Capturing of license renewals
•Communicating all branch bowser fuel fill discrepancies
•Month-end bowser recon submissions
•Bowser verification on fuel fills, fuel stock, vehicle allocation and monthly fuel reconciliation
•Communicating month-end vehicle mileages and Liaising with all branches on month end vehicle mileages, resolving and correcting any incorrect vehicle mileages
•Placing orders for fuel cards, toll cards and E-tags for new vehicles, and distributing thereof to the relevant Branches
•New vehicle registration number allocating and distributing to the relevant branches
•Following up on delayed vehicle deliveries
•Ensuring new Vehicles are delivered to the relevant branches
•Increasing limits on fuel cards
•Attending to declined fuel cards and liaising with the service stations and banks
•Cancellation of Lost, sold and or written off vehicles fuel, toll cards and E tags
•Ordering of replacement cards and E-tags
•Accepting of faulty, written off and sold vehicles E-tags to ensure it is returned to Nedbank
•Monitoring and pre-alert branches on fuel and toll card discrepancies
•Attending to fraudulent transactions on all vehicle card claims, and document submissions for a refund
•Annual distributing of Engen EDC and Nedbank toll cards
•Branch allocation and distributing of all vehicle cards
•Attending to declined fuel cards through the Service stations and Banks
•Managing and maintaining Vehicle settlements and documents administration
•Requesting vehicle Natis documents from the various banks
•Liaising with the Insurance Company on claim payments and documents
•Submitting of excess and 3rd party invoices to the Branch Managers
•Requesting of new vehicle insurance and cover from the Insurance Company
•Managing paid up vehicle NATIS documents for vehicles to be transferred to Company ownership
•Drafting of authorization letters to various banks and the Insurance Company for vehicles to operate cross border
•Liaising with Pulsit and DriveCam on vehicle allocations and change of registration numbers
Business Development (National Sales department):
•Updating new Sales staff details on the vehicle report
•Ordering of fuel cards for new Sales staff
•Updating the Wesbank system with new Sales staff vehicle registration numbers
•Cancelling and removing terminated Sales staff fuel cards on the Wesbank system
•Attending to queries and provide feedback
•Activating and blocking fuel cards
•Generating reports and billing for logbooks
•Distributing of monthly billing and schedules to the Branch Managers
System Management:
Vehicle System
•Creating Posts and adding new vehicles on the vehicle system
•Capturing licenses, financial agreements, and vehicle capacity and target consumption
•Capturing and analysing financial vehicle agreement terms and interest rates
•Transferring of Vehicles movement (Branch allocation or change registrations)
•Maintaining and updating vehicle compliment
•Decommissioning of terminated vehicles
•Renewing of National Fleet licenses
•Ensuring new licenses are certified and uploaded on the vehicle system
•Verifying and uploading Engen EDC and bowser fuel Imports manually onto the vehicle system
•Monitoring of Fleet Vehicle maintenance, mileage history and Fuel consumption
•Manually capturing of missed fuel transactions from the fuel app
•Fuel reconciliation and identifying discrepancies and trip mileage errors
•Conducting Pre Alerts on fuel discrepancy investigations on vehicles and drivers ensure investigations are actioned and completed
•Updating monthly Fuel Rates
•Monitoring consumption on the vehicle dash board
•Updating driver licenses, PDP`s and Forklift licenses
•Monitoring and analysing vehicle service history, rectifying incorrect mileages and creating pre-alerts for next service intervals
•Capturing month- end trip mileages
•Verifying trip KM travelled by branches
•Vehicles off the road – following up with the branches
•Understanding and adherence to OEM warranty processes and procedures
•Point of contact for fleet branding
•DriveCam
•Vehicle Tracking
•Vehicle equipment inventory and control
•Branch transfers and balancing of KM`s
Ops system
•Ensuring all branches capture month- end mileages timeously
•Identifying discrepancies, and rectifying errors and vehicle mileage amendments
Incidents and Accidents
•Ensuring all accidents and incidents are captured on the Ops system
•Reviewing of discrepancies
•Ensuring all documents are submitted and uploaded on the Ops system
•Monitoring all stages of incidents and accidents and ensure it’s completed
Processing of Purchase orders for Monthly billing schedules
•Creating and matching Purchase orders for the below Service Providers
•Verification and processing costs to different branches
-First Auto ( Sales Rep )
-Nedbank
-Engen
-TOTAL
-Driverisk (DriveCam)
-Pulsit
-D Hollard and Associates (Company Insurance)
Processing creditor’s transactions
•Verifying all creditor invoices against purchase orders and creditors statements
•Requesting statements from creditors
•Reconciling, investigating and resolving all queries
•Reconciling Tyre Performer
•Preparing vehicle and tyre movement reports
•Reviewing all invoices for rates, charge accuracy, discounts due, warranties and discrepancies
•Updating and maintaining the Vehicle Management System
•Capturing fuel fill ups from the browser into Excel
•Monitoring and updating monthly fuel Consumption reports
•Printing of batches and checking for corrections
•Importing batches into Accpac
•Printing open payables reports
•Reconciling all creditors to open payables report
•Reconciling payment schedule to open payables or ledger report and discounts
•Reconciling outstanding queries from creditors reconciliations

Preparing of accrual schedules from
•AARTO System
•Tyre Performer
•Vehicle Management System
•Incident / Accident Report
Requirements
•Matric certificate (Grade 12) minimum
•2-3 years general accounting exposure
•Basic Accpac or similar accounting package experience
•Basic MS Word, Excel and Outlook knowledge
•General purchasing procedures
•Commercial arithmetic calculations
•Basic computer operation
•Account reconciliation skills
•Ability to prepare own correspondence
•Ability to work under pressure
•A good command of the English language both verbal and written skills
•Ability to communicate both internally and externally
•Ability to work unsupervised
•Ability to work overtime as and when required
•Exceptional vehicle technical knowledge
•A high degree of integrity required
•Presentable and of a professional manner at all times
•Own reliable transport to and from work
Job Closing Date 31/01/2022
   
Any problems with registering/uploading your CV, please contact the HR Administrator at  
   
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Last Updated: 30-6-2021 [21.06.02.21]
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