Fleet Administrator - Specialized Services at Fidelity Services Group

Purpose of the Role: 

• Fleet administration, responsible for supporting the fleet specialised department with regards to all administration 

Main Responsibilities 

• Budgeting and cost control. 
• Track fleet expenses—including fuel, maintenance, and repairs, to improve vehicle efficiency and reduce overall cost.  
• Analyse spending reports and make recommendations to reduce overheads 
• Driver Management, assigning vehicles to drivers, track driver performance, behaviour, and compliance with safety regulations 
• Ensure proper licensing and training of all drivers. 
• Oversee the use and deployment of vehicles across departments or regions. 
• Minimise vehicle downtime through timely repairs and servicing. 
• Receiving of repairs, maintenance, and tyre quotes from all suppliers via email and loading quotes on GreenFleet 
• Issue pre reference number to dealers for vehicles under maintenance plan 
• Check history of each vehicle 
• Flag any discrepancies eg: duplicate repairs, incorrect labour rates, incorrect odo readings etc 
• Ensure vehicle history report and all relevant documentation is attached prior to sending quotes for approval to Fleet Manager 
• Create and send purchase orders to relevant parties 
• Repair cost verification 
• Follow up with suppliers on invoices and open PO’s 
• Receive & receipt invoices 
• Attend to and resolve queries 
• Load daily quotes received from all suppliers on tracking report 
• Liaise with suppliers, fleet controllers, fleet managers and internal customers 
• Order company fuel cards 
• Consolidate Open PO report and Engen report 
• Issue licence discs to fleet controllers 
• Load asset verification photos for private staff on the system 
• Traffic fines management 
• Maintain accurate filing records for vehicle fleet 
• Adhoc administrative tasks as delegated by Admin Manager and Fleet Manager 
• General administrative duties (printing, scanning etc) 
• Generate PO’s 
• Request invoices and receipt 
• Liaise with supplier and internal customers 
• Consolidate weekly accidents reports, Open order report 
• Procurement and Disposals: Complete Capex 2 disposal 

Accident admin:  

• Monitor driver behaviour and enforce safety standards. 
• Handle disciplinary actions and driver-related incidents / accidents. 
• Captures accidents on Master report 
• Register claim on GreenFleet 
• Follow up on outstanding documents (Quotes, presentation, MVA pack etc.) 
• Prepares quotes for sign off Insurance and Risk Management. 
• File claims and communicate with legal. 
• Develop risk management strategies to reduce liability. 

Education and Qualification: 

• Gr 12 or equivalent diploma 
• Fleet or transport diploma will be an advantages

Experience and Training:

• Roles combine logistics, administration, and technology to ensure the efficient, safe, and cost-effective operation of fleet  
• 5 Years’ experience in an administrative role within a fleet maintenance or workshop environment 
• Relationship building  
• Knowledge of car parts, service levels, labour rates, licencing and COF’s, tyres etc 
• Strong technical background 
• Problem-solving and critical thinking 
• Time management 

Deadline:14th August,2025