Fleet Administrator

Fidelity Services Group; Wes-Kaap; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading vehicle service company in the Western Cape is looking for a Fleet Administrator to provide administrative support for vehicle repairs and maintenance. Responsibilities include scheduling repairs, tracking costs, and ensuring compliance with fleet management processes. Ideal candidates will have at least 5 years of experience in a similar administrative role and strong technical knowledge of fleet maintenance. The position requires regular site visits to suppliers to verify work and maintain communication across teams.

Qualifications

• 5 years’ experience in fleet maintenance or workshop environment.
• Strong knowledge of vehicle parts, service schedules, repair processes, etc.
• Technical background in fleet or automotive maintenance.

Responsibilities

• Schedule vehicles for mechanical repairs and servicing.
• Conduct site visits to verify quoted work is performed.
• Monitor ongoing repairs and generate reports on vehicle statuses.

Skills

Office Administration & Record-Keeping

Interpersonal Communication & Relationship Management

Report Writing & Documentation

Fleet Software (e.g., GreenFleet) & Data entry

Education

Matric/Grade 12

Certificate/Diploma Transportation Administration

Tools

GreenFleet

Job description

VACANCY: Fleet Administrator (Western Cape)

The Fleet Administrator is responsible for providing administrative support for vehicle repairs and maintenance. This includes booking vehicles for repairs, verifying supplier work on-site, tracking costs, and ensuring compliance with fleet management processes. The role requires regular supplier visits to confirm that the work quoted aligns with what is actually being done.

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

We reserve the right not to make an appointment to any advertised position. Preference is given to existing employees, and historically disadvantaged candidates and Black female candidates are encouraged and supported in the FSG team. Black female candidates will be given priority as per our transformation policy subject to the above criteria.

Fidelity Services Group (Pty) Ltd supports global fair practice and business ethics on continuous development of our human capital as the key resource to our success in the markets in which we participate.

Should you not be contacted regarding this position within 10 working days from the closing date, please regard your application as unsuccessful.