Fleet Administrator – FSG Specialised Services at Fidelity Services Group

Purpose of the Role

• The successful candidate will be responsible for fleet administration and supporting the fleet specialised department with all related administrative functions.

Main Responsibilities

• Budgeting and cost control
• Track fleet expenses including fuel, maintenance, and repairs to improve vehicle efficiency and reduce overall costs
• Analyse spending reports and provide recommendations to reduce overheads
• Driver management, including assigning vehicles and monitoring driver performance, behaviour, and compliance
• Ensure proper licensing and training of all drivers
• Oversee vehicle usage and deployment across departments or regions
• Minimise vehicle downtime through effective servicing and repairs
• Receive repair, maintenance, and tyre quotations from suppliers and load quotations onto GreenFleet
• Issue pre-reference numbers to dealers for vehicles under maintenance plans
• Check vehicle history and flag discrepancies such as duplicate repairs, incorrect labour rates, or odometer readings
• Ensure all supporting documentation is attached before quotes are submitted for approval
• Create and issue purchase orders
• Verify repair costs
• Follow up on invoices and open purchase orders
• Attend to and resolve queries
• Maintain tracking reports and filing systems for fleet records
• Liaise with suppliers, fleet controllers, fleet managers, and internal customers
• Order fuel cards and issue licence discs
• Manage traffic fines administration
• Consolidate reports including accident reports, open order reports, and Engen reports
• Procurement and disposal administration
• Accident administration, including claims registration, document follow-ups, and insurance quote preparation
• Support risk management strategies and driver safety compliance
• Perform general administrative duties and adhoc tasks as required by management

Minimum Requirements

Education and Qualifications

• Grade 12 or equivalent qualification
• Fleet or Transport Diploma will be advantageous

Experience and Skills

• Minimum 5 years’ experience in an administrative role within a fleet maintenance or workshop environment
• Strong relationship-building skills
• Knowledge of vehicle parts, service levels, labour rates, licensing, COFs, tyres, and fleet administration processes
• Strong technical background
• Problem-solving and critical thinking abilities
• Good time management skills