Admin Assistant - Durban at RCL Foods

Job Description    

• Are you an enthusiastic individual ready to tackle the working world. RCL FOODS has an exciting opportunity for a Admin Assistant to join our fantastic Customer team based in Westville reporting into the National Operations Team. The successful Admin Assistant should be an organised individual, passionate about operations and will be the direct point of contact for all queries regarding company vehicles as well as purchasing of new vehicles and change of ownership. Key focus will be to monitor and report on vehicle mileage, fuel, lease term, maintenance and fines.

Minimum Requirements    

• Grade 12 (Matric)
• A tertiary qualification in Fleet Management/Logistics/BCom or other equivalent qualification requiring competence in numeracy would be advantageous
• Must reside in and around Durban
• Experience in an administrative role in fleet maintenance would be advantageous
• Advanced Excel and ability to manipulate and pivot spreadsheets
• Ability to work with Power BI advantageous

Duties & Responsibilities    

Trackers:

• Update the vehicle / mileage / fuel tracker monthly
• Gather updated mileage and fuel costs from employees and submit to ABSA on the 1st of each month.
• Review stanic report from ABSA on fuel and update accordingly. Once updated, send to ABSA and Commercial Manager.
• Check report on driver allocations received from payroll and advise commercial and payroll if drivers ownership has changed.
• Review monthly lease terms and mileage cap of each vehicle and advise the relevant Executive and Commercial Manager and gain direction on next steps (ie. Purchasing new vehicle / extending lease agreement).

Ordering and Return of Vehicles:

• Request quotes from ABSA should new vehicles need to be purchased.
• Liaise with Sourcing Team with regards to pricing of vehicles.
• Create workflows to order new vehicles and follow through to completion.
• Ensure inspection of vehicle is completed by the line manager prior to the vehicle owner exiting the business to ensure that the vehicle is in acceptable condition (interior and exterior). The line manager needs to complete a checklist and send to the fleet administrator to file accordingly.

Repairs / Maintenance:

• Receive and manage all queries regarding maintenance or repairs or damage / accident claims from employees.
• Liaise with relevant service providers and ensure requests are actioned timeously.

Fines and Breach of Policy:

• Review fines as and when received and liaise with HR and Payroll to issue an Acknowledgement of Debt.
• Keep a record of paid vs outstanding Acknowledgement of Debts.
• Monitor and track recurring fines and inform relevant HR Practitioner.