Fleet Specialist

Ford Motor; Pretoria; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading automotive manufacturer is seeking a skilled administrator to manage vehicle orders, support sales targets, and ensure compliance in a fast-paced environment. The role requires advanced knowledge of specific systems and at least 3 years of experience in fleet administration. Candidates should be proficient in financial and accounts administration, possess strong communication skills, and have a solid educational background in business or finance. This position is essential for enhancing operational efficiency and timely reporting.

Qualifications

• Minimum 3 years in automotive fleet administration or sales operations.
• Experience working within a high-pressure environment with strict deadlines.

Responsibilities

• Execute the end-to-end administrative processing of vehicle orders for fleets.
• Perform daily vehicle-to-order matching and manage compound releases.
• Facilitate the full procurement cycle by raising Purchase Orders.
• Administer the daily extraction and distribution of licensing documents.
• Update and distribute critical status reports and monitor discrepancies.
• Act as the primary liaison for resolving complex queries with stakeholders.

Skills

Advanced knowledge of Ford-specific systems

High competency in ARIBA, ePayables

Advanced Microsoft Excel skills

Strong professional verbal and written communication skills

Deep understanding of vehicle distribution lifecycle

Education

A National Diploma or Degree in Business Administration, Finance, Logistics, or a related field

Tools

SEER

VISTA

Job description

KNOWLEDGE, SKILLS and ABILITIES

• System Proficiency: Advanced knowledge of Ford-specific systems: VISTA, EuroVac, DCDS, SEER, SIRD, VMACS, GVDS and BPMS.

• Financial Systems: High competency in ARIBA, ePayables.

• Technical Tools: Advanced Microsoft Excel skills (for complex tracking) and SharePoint for document management.

• Attention to Detail: Ability to manage administration without compromising on accuracy.

• Communication: Strong professional verbal and written communication skills for interacting with Dealers, Government officials, and Finance teams.

• Process Orientation: Deep understanding of the vehicle distribution, PDI, and licensing lifecycle.

PERFORMANCE MEASURES/ SUCCESS CRITERIA

• Sales Volume Support: Successful administrative processing to enable the achievement of sales targets

• Query Resolution Turnaround: Adherence to KPI timelines for query resolution.

• Data Accuracy: 100% accuracy in manual tracking sheets and financial PO balances.

• Reporting Timelines: Twice-weekly distribution of status reports and weekly distribution of PO trackers.

• Audit Compliance: Ensure all PODs, SVOs, and invoices are correctly filed for audit readiness.

Qualifications

Education Qualification:

• A National Diploma or Degree in Business Administration, Finance, Logistics, or a related field.

Years of Experience:

• Minimum 3 years in automotive fleet administration or sales operations.

• Experience working within a high-pressure environment with strict monthly sales and reporting deadlines.

Responsibilities

• Order Lifecycle Management: Execute the end-to-end administrative processing of vehicle orders for Company fleet, Government and Rental fleets, including dressing, tagging, contracting, wholesaling, and retailing to ensure annual sales targets are met.

• Inventory and Distribution Coordination: Perform daily vehicle-to-order matching using SEER and VISTA systems, manage compound releases, and monitor suppliers and distribution reports to ensure timely delivery to customers.

• Financial and Accounts Administration: Facilitate the full procurement cycle by raising Purchase Orders in ARIBA, managing supplier invoices, and tracking fund availability to ensure accurate and timely payments.

• Documentation and Revenue Recognition: Administer the daily extraction and distribution of licensing documents and invoices via DCDS, while meticulously filing Proof of Delivery (POD) documents to support revenue recognition and audit compliance.

• Reporting and Data Analysis: Update and distribute critical status reports and monitor "Orders vs. Allocations" to identify and resolve discrepancies against sales forecasts.

• Stakeholder and Operational Support: Act as the primary liaison for Employees, Dealers, Suppliers, Rental clients and Government departments to resolve complex queries within KPI timelines, while coordinating with Ford Protect to ensure correct service plan loading.