Quality Assurance Administrator

Bidvest Bank; Johannesburg; On-site; ZAR 30 000 - 50 000; Full time

Job summary

A financial services provider in Johannesburg seeks a Fleet Management Coordinator responsible for maintaining quality in vehicle contracts and customer satisfaction. Candidates should have 3-5 years in the fleet industry with a relevant diploma. This role involves managing service delivery, conducting inspections, and ensuring adherence to customer requirements and compliance standards.

Qualifications

• 3 – 5 years experience in the Fleet industry, preferably in Leasing.
• Proven technical experience.

Responsibilities

• Liaise with customers on technical queries.
• Manage maintenance contracts and ensure compliance.
• Conduct inspections of vehicles prior to delivery.
• Review supplier performance and manage service standards.

Skills

MS Office proficiency

Attention to detail

Record keeping

Education

Matric

Diploma in Fleet Management

Tertiary qualification in Fleet/Mechanical

Job description

PRIMARY PURPOSE

To provide support in updating and maintaining the quality management system within the Fleet & Asset Finance division, included but not limited to identifying risks by monitoring the contract requirements monitoring service credits on the Telkom and Transnet account; and monitoring and distributing the customer satisfaction reports. Maintain all documented processes on the Intranet

TECHNICAL COMPETENCY REQUIREMENT

• Proficiency in MS Office is a must.
• Ability to maintain accurate records and documentation
• Strong attention to detail

REQUIRED MINIMUM EDUCATION AND TRAINING

• Matric
• Diploma in Fleet Management/Road Transport Management (Preferred), or
• Tertiary qualification in Fleet/Mechanical (Diesel, Petrol, Auto Electrical)

REQUIRED MINIMUM WORK EXPERIENCE

• 3 – 5 years experience within the Fleet industry, preferably within Leasing Environment
• Proven technical experience

KEY PERFORMANCE AREA (KPA)

Customer Centricity

• Liaise with customers regarding queries, concerns or issues of a technical nature (if required)
• Follow-up and collaborate with other functions and suppliers to improve customer satisfaction in the region.

Operational Excellence

• Technical service delivery to contract requirements
• Be familiar with the respective customer contractual obligations and liaise between region, MMU, suppliers and customers to drive outcomes.
• Inspect new vehicles to ensure adherence to vehicle specifications prior to delivery to customers.
• Manage the maintenance contracts ensuring that vehicles are maintained and inspected as per contractual obligations. Manage service due and COF reports.
• Manage Fleet availability and serviceability, liaising with suppliers to support the regional operations team in scheduling and executing unscheduled maintenance and accident repairs as per contract requirements.
• Follow-up on accident repairs ensuring quality and service levels is met.
• Manage the termination (end of contract) process and compile an End of Contract report (including physical condition of vehicle, estimated repair costs, technical report, etc.)
• Participate in resolving incidents, co‑ordinating actions and monitoring the end to end resolution to ensure contractual conditions are met. All incidents to be managed according to SLA timelines.
• Ensure all client and supplier queries with regards to repairs and maintenance of the fleet are attended promptly.

Supplier service delivery management

• Engage suppliers within the region to identify suitable service providers.
• Manage 3rd party maintenance contracts in alignment with customer contractual obligations.
• Review supplier quotations and negotiate lower labour rates and parts pricing for scheduled and unscheduled maintenance and/or repairs with preferred suppliers.
• Set quality expectations for timeframes, workmanship and output delivered by suppliers, ensuring the best possible outcome for the customer.
• Effectively manage, co‑ordinate and follow up on unscheduled maintenance and accident repairs on vehicles, monitoring the quality of supplier service delivery.
• Undertake vehicle inspections at service providers to monitor work being done, delivery timelines and ensure minimum downtime of vehicles.

Information & Record Keeping

• Ensure completeness of documentation including inspection sign‑off documents (Bidvest and Customer), body builder documents, certificates, etc.
• Keep complete and accurate records adhering to the relevant electronic or manual processes and filing standards.

Governance, Risk & Compliance

Quality Management & Audits

• Inspect vehicles after being repaired at panel beaters for quality workmanship.
• Complete fleet audits on corporate and parastatal customers as and when required.
• Manage and resolve quality control issues during vehicle maintenance or accident repairs overseeing supplier service delivery, ensuring quality standards are met.

Compliance, Risk & Control

• Manage 3rd party maintenance contracts by reviewing invoices for correctness (body repairs and mechanical repairs).
• Verify repair quotes to ensure validity (if work is required), accuracy and fair cost meeting quality standards.
• Scrutinise supplier invoices and ensure that work was performed by performing physical checks on the vehicles.
• Supplier selection in line with Retail Motor Industry (RMI) guidelines
• Comply with health and safety regulations, processes and procedures.
• Perform physical inspections to verify information e.g. stock counts at service providers, accident damage etc.
• Follow up on outstanding re‑bills to ensure purchase orders are received timeously.

Stakeholder Management

Collaboration & Supplier Management

• Technical liaison between the region and the Managed Maintenance Unit (MMU) including suppliers and customers.
• Assist with all interdepartmental challenges to facilitate a well maintained fleet to contract requirements and customer satisfaction.
• Co‑ordinate with vendors and service providers to provide the relevant services e.g. panel beaters.
• Establish and maintain relationships suppliers, meeting regularly and setting standard and quality expectations and compliance with service delivery standards.

Data Analysis & Reporting

• Responsible to collate hours for all Material Handling Equipment (MHE) units.
• Prepare operational reports timeously as per requirements, e.g. end of contract, sale and lease back reports.
• Compile Daily, Weekly & Monthly Technical reports on vehicle breakdowns/inspections/evaluations, etc.

This position is advertised in line with our commitment to Employment Equity.