Triton Express: National Fleet Administrator at Plennegy Group

RESPONSIBILITIES:

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 )
  •    Cartrack
  •     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 distributed 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 Car Track on vehicle allocations and change of registration numbers

Business Development (National Sales department):

• Ordering of fuel cards for new Sales staff
• Cancelling and removing terminated Sales staff fuel cards on the Bank 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
• Vehicle Tracking
• 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 ensuring 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
  • Cartrack
  •   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
• 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
• Printing open payables reports
• Reconciling all creditors to open payables report
• Reconciling payment schedule to open payables or ledger reports and discounts
• Reconciling outstanding queries from creditors reconciliations

Preparing accrual schedules from

• AARTO System
• 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