Fleet Service Administrator - Western Cape at Fidelity Services Group

Minimum Experience:

• 5 years’ experience in an administrative role within a fleet maintenance or workshop environment (Transport or Fleet Supervisor/Controller)
• Experience in a maintenance call centre (advantageous but not compulsory)
• Strong knowledge of vehicle parts, service schedules, repair processes, labour rates, licensing, COFs, tyres, and fleet maintenance
• Technical background in fleet or automotive maintenance

Minimum Qualification:

• Matric/Grade 12
• Certificate/Diploma Transportation Administration

Key Responsibilities & Outputs

Fleet Administration:

Booking Vehicles for Repairs & Services:

• Schedule vehicles for mechanical repairs, servicing, tyre replacements, and ad hoc repairs at supplier premises
• Ensure vehicles are not under warranty, maintenance, or service plans before authorizing repairs

Verifying & Tracking Work Performed:

• Conduct site visits to suppliers to verify that quoted work is actually being performed
• Ensure suppliers are not overcharging or duplicating repairs
• Report any inconsistencies, delays, or quality concerns to the Fleet Manager

Handling Repair & Service Requests:

• Receive repair and service requests from Fleet Controllers and the Regional Fleet Manager
• Check the history of each vehicle before booking repairs
• Obtain detailed repair quotes from suppliers and load the information accurately on GreenFleet
• Ensure quotes include correct vehicle registration, fleet number, odometer reading, and itemized breakdown of work

Approvals & Cost Management:

• Verify repair costs and flag discrepancies (e.g., duplicate repairs, incorrect labour rates, incorrect odometer readings)
• Send quotes for approval to the Fleet Manager
• Create and send purchase orders (POs) for approval and ensure they are received
• Follow up on delays in approvals to prevent downtime

Tracking & Reporting:

• Monitor ongoing repairs and follow up daily on progress
• Generate weekly reports on vehicle repair statuses
• Track open purchase orders and compile a consolidated report
• Maintain a tracking report of daily quotes received from suppliers

Invoice Processing & Supplier Coordination:

• Follow up with suppliers on outstanding invoices
• Verify invoice amounts against approved purchase orders
• Ensure invoices are processed and receipted correctly
• Investigate and resolve any invoicing or cost-related discrepancies

Liaising with Stakeholders:

• Work closely with Fleet Controllers, Fleet Managers, and suppliers
• Ensure efficient communication between internal teams and external suppliers

Supplier Oversight & Quality Control:

Site Visits & Work Verification:

• Physically inspect vehicles undergoing repairs at supplier workshops
• Compare quoted work with actual repairs to confirm accuracy
• Identify any unnecessary or unapproved work being performed
• Assess repair quality and report back to the Fleet Manager

Supplier Performance Management:

• Flag suppliers with repeat cost discrepancies or service delays
• Provide feedback on supplier reliability, repair turnaround times, and quality of work
• Assist in evaluating supplier contracts based on service performance

Office Administration:

• Maintain accurate and up-to-date filing records for the vehicle fleet
• Perform ad hoc administrative tasks assigned by the Admin Manager and Fleet Manager
• Handle general office administration (printing, scanning, filing, etc.)

Competencies Required:

• Organizational Skills: Strong ability to plan, prioritize, and manage multiple tasks
• Technical Knowledge: Familiarity with fleet maintenance, repair processes, and automotive parts
• Attention to Detail: Ability to verify quotes, invoices, and repair work
• Problem-Solving: Ability to identify and resolve discrepancies in repairs and invoices
• Supplier & Stakeholder Engagement: Ability to build relationships and ensure service quality
• Process-Driven Approach: Strong adherence to fleet procedures and approval workflows
• Time Management: Ability to follow up on vehicle downtime, pending approvals, and supplier delays
• Communication Skills: Strong written and verbal communication with suppliers and internal teams
• Integrity & Trust: Ensures accuracy in financial tracking and repair approvals

Skills Required:

• Office Administration & Record-Keeping
• Interpersonal Communication & Relationship Management
• Report Writing & Documentation
• Fleet Software (e.g., GreenFleet) & Data entry