Officer: Fleet Management

Border Management Authority; Gauteng; On-site; ZAR 300,000 - 420,000; Full time

Job summary

Border Management Authority is seeking a Fleet Administrator to manage the BMA fleet, ensuring vehicles are roadworthy and licensed, coordinating service providers, and maintaining accurate records. The role also covers administrative tasks, scheduling, and compliance reporting to support efficient transportation operations across regions.

The successful candidate will oversee vehicle maintenance schedules, track invoices, and liaise with suppliers while ensuring timely vehicle allocation and

Responsibilities

• Fleet management duties: Keep BMA fleet in good condition and roadworthy; coordinate with external service providers for maintenance, repair and services; monitor and report vehicle usage and availability; schedule and track maintenance for all fleet vehicles.

Job description

The successful candidate will be expected to perform the following duties:

Fleet Management Services

• Keep BMA fleet in good condition and in a functional state
• To ensure BMA Fleet is Road worthy and licensed at all times
• Coordinate with external service providers for maintenance, repair and services.
• Approval of maintenance authorization for repairs and services
• Facilitate breakdown services
• Monitor and report on vehicle usage and availability.
• Ensure timely and efficient allocation of vehicles to meet organisational needs.
• Schedule and track regular maintenance and repairs for all fleet vehicles.
• Coordinate with external service providers for maintenance and repair services.
• Assist in the Need analysis for procurement of new vehicles and disposal of old ones.

Administrative Services

• Updating of weekly vehicle maintenance schedule
• Maintain accurate and up-to-date records of all fleet-related activities, including vehicle registration, insurance
• Maintain records of vehicle maintenance, repairs, and inspections.
• Ensure that Log sheets are controlled and completed for all official trips.
• Booking of vehicle services as per service schedule with various service providers in the different regions and ensuring vehicles are dropped off at the respective service provider and collected thereafter.
• Sending out service notifications to all drivers and managers.
• Assist with stand by functions were officials need to be transported during afterhours.
• Reviewing and updating tracking system reports.
• Checking of monthly tracking system invoices for any discrepancies before processing for payments.
• Co-ordinate and Communicate with the Suppliers on vehicle matters as reported by the BMA officials.

Reporting and Compliance

• Analyse, Prepare and Submitting of Fleet Management monthly invoices for any discrepancies before processing for payments.
• Assist in analysing fleet performance data to identify areas for improvement.
• Managing the administrative process for submitting Traffic Fines representations on behalf of the driver or organization if a fine is contested. Handling the payment or redirection of fines (Section 56 notices or summons) to the driver, often coordinating with Port Commanders.
• Preparing reports on fleet Performance, including fuel usage and vehicle maintenance schedules.
• Conduct regular inspection of facilities for adherence to standards and protocols and recommend corrective actions and set work priorities.
• Investigation of accidents/Incidents involving BMA vehicle.
• Prepare a report on the accident to be submitted to the Loss Control Committee
• Record Keeping: Maintaining a database of traffic offenses, fines paid, and driver misconduct records to monitor trends and enforce driver accountability
• Attend to all Audit matter as and when required.

Personnel Management and Relations

• Supervise and manage fleet management administrative staff
• Formulate and review performance plans for administrative staff
• Process personnel leave applications on time
• Build and maintain relationships with all BMA officers including Governance Committees for the purposes of expectations management and knowledge sharing.
• Progress and challenges in achieving the operational plans to impacted stakeholders.