Administrative Assistant - Fleet Logisitics

Pedros Chicken; KwaZulu-Natal; On-site; ZAR 150 000 - 200 000; Full time

Job summary

A leading food service company in KwaZulu-Natal is seeking an Administrative Assistant for the Fleet Department. This role involves managing financial documentation, ensuring accuracy in invoicing, and providing essential administrative support. The ideal candidate must exhibit exceptional attention to detail and strong organizational skills. Responsibilities include collecting invoices, managing requisitions, and coordinating with service providers for effective communication.

Qualifications

• Exceptional attention to detail required for financial documentation.
• Strong organizational abilities are necessary to manage multiple tasks.
• Experience in administrative tasks and support.

Responsibilities

• Ensure timely collection of invoices and statements.
• Verify billing details for accuracy.
• Maintain and update internal requisition logs.
• Provide general administrative assistance to the Fleet Department.
• Liaise with DC teams and external service providers.

Skills

Attention to detail

Organizational skills

Communication

Tools

Smartsheet

Job description

Overview

The Administrative Assistant for the Fleet Department plays a critical role in supporting daily operational and administrative processes. This position ensures the accuracy of financial documentation, maintains efficient communication with Distribution Centres (DCs) and service providers, and upholds compliance with internal procedures. The role requires exceptional attention to detail, strong organizational abilities, and the capacity to manage multiple tasks within strict deadlines.

Key Responsibilities

Financial & Documentation Administration

• Ensure timeous collection of invoices and statements from service providers across all national DCs.

• Verify that billing details are correct and ensure quotes and invoices are accurately aligned before submission or processing.

• Prepare and complete account reconciliation documents for all DC suppliers and compile the Supplier Reconciliation Document monthly.

• Submit all completed reconciliations to the Fleet Admin Manager by the 05th of each month.

Requisition & Workflow Management

• Monitor all open requisitions submitted by DCs via email and ensure timely follow-up.

• Confirm that requisitions are closed off and submitted on Smartsheet within agreed timeframes.

• Maintain and update the internal requisition log to track progress, outstanding items, and completion timelines.

Administrative Support

• Provide general administrative assistance to the Fleet Department, including document management, filing, data capturing, and correspondence.

• Maintain accurate records of supplier documentation, service provider communication, and fleet-related administrative files.

• Assist with internal audits by ensuring documentation is complete, accessible, and compliant with company standards.

Communication & Coordination

• Liaise with DC teams and external service providers to obtain outstanding documents, resolve billing discrepancies, and follow up on queries.

• Support the Fleet Admin Manager with reporting requirements, monthly summaries, and administrative tasks as required.