Fleet Administrator

Position title: Administrator: Fleet and Accommodation

Main Purpose / Objective Of The Position

The Administrator – Fleet and Accommodation will be responsible for:

• Recording, monitoring and amending of all records related to the client’s accommodation
  
  

requirements raising invoices for all current accommodation request

• Coordination and administration of the client’s fleet of vehicles as per requirements
  
  

Duties And Responsibilities

Accommodation Administration:

• Raising invoices for all current accommodation requirements
• Processing of all accommodation requirements and cost adjustments
• Handle related queries
• To ensure accurate record keeping and collection of statistical information is recorded on the
  
  

databases required, ensuring that all deadlines are maintained and that confidential records

are stored securely

• To reconcile costs as per requirements
• Coordinates with relevant stakeholders and service providers to ensure effective
  
  

administrative processes relating to accommodation management requirements

• Support identification and implementation of opportunities to improve the efficiency and
  
  

effectiveness of the fleet management process in the specific location.

• Implements required documentation governance principles aligned with company and Client
  
  

requirements.

• Tracks progress of required progress against required standards, objectives, approved
  
  

budgets, approved timelines.

• Reports status and variances
  
  

Fleet Administration

• Coordinates with relevant stakeholders and service providers to ensure effective
  
  

administrative processes relating to fleet management requirements

Support the administration of the client’s fleet of vehicles in a specific location

To reconcile costs as per requirements

Maintains accurate records of all fleet-related activities in the specific location

Support identification and implementation of opportunities to improve the efficiency and effectiveness of the fleet management process in the specific location.

Implements required documentation governance principles aligned with company and Client requirements.

Tracks progress of required progress against required standards, objectives, approved budgets, approved timelines.

Reports status and variances through detailed analysis

Education / Experience

Grade 12, prefer relevant post Grade 12 Qualification

4 to 5 Years relevant working experience

PC Skills Required

Computer literacy (MS Office, particularly Outlook and Word, Excel)

Competencies Required

Customer Insight and Focus

Communication and Influence

Verbal and Written Communication Skills

Administrative skills

Planning and Organising

Problem Solving

Relationship Building

Able to handle pressure

Attention to detail

Team Work

Investigative Orientation

Knowledge Required

Knowledge of Client Policies and procedures, knowledge of accommodation and fleet administration principles and competency to manage relevant contractors, knowledge of FM policies and procedures in relation to fleet administration management, administration principles and basic reporting writing, working knowledge of Occupational Health and Safety Act, SHEQ and statutory requirements.

Major drivers of work volume

Landlord/Tenant Relationship, SHEQ awareness, Contractor Management, Staff management, reporting, various regulatory bodies and external parties relating to fleet management

Interface / Relationships With

Other Key Positions:

EFM Line Manager and EFM on site Teams

External Parties (e.g. Tenants etc.)

Client, Contractors