Fleet Administrator – FSG Specialised Services

Fidelity Services Group; Gauteng; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Fidelity Services Group invites applications for a Fleet Administrator within its FSG Specialised Services in Gauteng. You will manage fleet administration, track costs, liaise with drivers and suppliers, and ensure licensing and safety compliance while supporting reporting and procurement processes.

The role requires strong administrative experience in a fleet environment, excellent time management, and a proactive problem-solving approach. The position is based on-site in the Gauteng region.

Qualifications

• Minimum 5 years’ experience in an administrative role within a fleet maintenance or workshop environment.
• Strong relationship-building skills.
• Knowledge of vehicle parts, service levels, labour rates, licensing, COFs, tyres, and fleet administration processes.
• Strong technical background.
• Problem-solving and critical thinking abilities.
• Good time management skills.

Responsibilities

• Budgeting and cost control.
• Track fleet expenses including fuel, maintenance, and repairs to improve vehicle efficiency and reduce overall costs.
• Analyse spending reports and provide recommendations to reduce overheads.
• Driver management, including assigning vehicles and monitoring driver performance, behaviour, and compliance.
• Ensure proper licensing and training of all drivers.
• Oversee vehicle usage and deployment across departments or regions.
• Minimise vehicle downtime through effective servicing and repairs.
• Receive repair, maintenance, and tyre quotations from suppliers and load quotations onto GreenFleet.
• Issue pre-reference numbers to dealers for vehicles under maintenance plans.
• Check vehicle history and flag discrepancies such as duplicate repairs, incorrect labour rates, or odometer readings.
• Ensure all supporting documentation is attached before quotes are submitted for approval.
• Create and issue purchase orders.
• Verify repair costs.
• Follow up on invoices and open purchase orders.
• Attend to and resolve queries.
• Maintain tracking reports and filing systems for fleet records.
• Liaise with suppliers, fleet controllers, fleet managers, and internal customers.
• Order fuel cards and issue licence discs.
• Manage traffic fines administration.
• Consolidate reports including accident reports, open order reports, and Engen reports.
• Procurement and disposal administration.
• Accident administration, including claims registration, document follow-ups, and insurance quote preparation.
• Support risk management strategies and driver safety compliance.
• Perform general administrative duties and adhoc tasks as required by management

Skills

Fleet administration

Driver management

Time management

Communication skills

Education

Grade 12

Fleet/Transport Diploma (adv.)

Tools

GreenFleet

Job description

VACANCY: Fleet Administrator – FSG Specialised Services

Purpose of the Role

The successful candidate will be responsible for fleet administration and supporting the fleet specialised department with all related administrative functions.

Main Responsibilities

• Budgeting and cost control
• Track fleet expenses including fuel, maintenance, and repairs to improve vehicle efficiency and reduce overall costs
• Analyse spending reports and provide recommendations to reduce overheads
• Driver management, including assigning vehicles and monitoring driver performance, behaviour, and compliance
• Ensure proper licensing and training of all drivers
• Oversee vehicle usage and deployment across departments or regions
• Minimise vehicle downtime through effective servicing and repairs
• Receive repair, maintenance, and tyre quotations from suppliers and load quotations onto GreenFleet
• Issue pre-reference numbers to dealers for vehicles under maintenance plans
• Check vehicle history and flag discrepancies such as duplicate repairs, incorrect labour rates, or odometer readings
• Ensure all supporting documentation is attached before quotes are submitted for approval
• Create and issue purchase orders
• Verify repair costs
• Follow up on invoices and open purchase orders
• Attend to and resolve queries
• Maintain tracking reports and filing systems for fleet records
• Liaise with suppliers, fleet controllers, fleet managers, and internal customers
• Order fuel cards and issue licence discs
• Manage traffic fines administration
• Consolidate reports including accident reports, open order reports, and Engen reports
• Procurement and disposal administration
• Accident administration, including claims registration, document follow-ups, and insurance quote preparation
• Support risk management strategies and driver safety compliance
• Perform general administrative duties and adhoc tasks as required by management

Minimum Requirements

Education and Qualifications

• Grade 12 or equivalent qualification
• Fleet or Transport Diploma will be advantageous

Experience and Skills

• Minimum 5 years’ experience in an administrative role within a fleet maintenance or workshop environment
• Strong relationship-building skills
• Knowledge of vehicle parts, service levels, labour rates, licensing, COFs, tyres, and fleet administration processes
• Strong technical background
• Problem-solving and critical thinking abilities
• Good time management skills

We reserve the right not to make an appointment for any advertised position. Whilst preference is always given to existing employees and the choice made is purely on merit, Historically Disadvantaged Candidates and Black Female Candidates are encouraged and supported in the FSG team.

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.