On-site Fleet Administrator - Autobody at Fidelity Services Group

Position Summary:

• The purpose of the Onsite Fleet administration role is responsible for supporting the Autobody workshop and panel shop with regards to all administration.

Key Responsibilities:

Fleet Administration:

• Booking in of vehicles for mechanical repairs, services, panel beating, ad hoc repairs at supplier premises in conjunction with Autobody representative
• Ensure vehicles are not under warranty, maintenance, or service plans
• Receive mails or calls from Fleet Controller and Regional Fleet Manager to make a booking for any repairs and services
• Check history of each vehicle
• Receive quote and load information accurately on GreenFleet
• Ensure correct vehicle registration number, fleet number, odometer reading is recorded on the quote
• Ensure that all repairs have its own quote e.g.: panel beating, mechanical, service etc
• Ensure vehicle history report and all relevant documentation is attached prior to sending quotes for approval to Fleet Manager
• Repair cost verification - Flag any discrepancies e.g.: duplicate repairs, incorrect labour rates, incorrect odometer readings etc
• Send quote for approval to Fleet Manager
• Confirm that purchase order was received
• Follow up on delays with approvals
• Daily follow up repairs in progress
• Weekly report on vehicle repair statuses
• Daily report on open purchase orders
• Consolidate open purchase order report
• Follow up with suppliers on invoices
• Verify costs on invoices
• Receive and receipt invoices against correct purchase orders
• 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

Office Administration:

• Maintain accurate filing records for vehicle fleet
• Ad hoc administrative tasks as delegated by Admin Manager and Fleet Manager
• General administrative duties (printing, scanning etc)

Qualifications and experience:

• Matric
• 5 Years’ experience in an administrative role within a fleet maintenance or workshop environment
• Maintenance call centre (advantage not compulsory)
• Knowledge of car parts, service levels, labour rates, licencing and COF’s, tyres etc
• Strong technical background