Job Description

To provide accurate, efficient, and proactive administrative coordination and support to the Fleet Management function, ensuring all vehicle tracking data, documentation, and operational processes are maintained in line with company standards, regulatory requirements, and service delivery expectations.
Job description
Key Responsibilities:
Driver Behaviour Optimisation

• Manage and maintain driver profiles on relevant systems, such as Fleet Logic, including data entry, updates, license details, vehicle allocations, and general record accuracy.
• Maintain the Driver Information Schedule and vehicle allocation registers for audit readiness in line with standard operating procedures (SOPs).Coordinate with Product Management to resolve system issues and collaborate with Bureau Services to ensure data accuracy and compliance.
• Monitor Nexus / Fleet Logic reports and action alerts related to speeding, harsh braking, fatigue, and dashcam violations.
• Review and analyse weekly Behaviour Dashboard metrics; identify trends, highlight risks, and escalate infringements in line with disciplinary procedures.
• Manage and investigate incident alerts such as impacts, battery disconnects, tamper events, and tow alerts.
• Track performance and behavioural patterns to support improvements, training needs, and policy updates.
• Retrieve and compile tracking data, trip logs, and behavioural reports for investigations.
• Fast-track urgent alerts and maintain a centralised log of repeat offenders for disciplinary processes.
• Provide weekly behaviour and incident statistics to the Fleet Supervisor, Fleet Controller, Health & Safety, Human Capital, and relevant Line Managers.
• Flag over-speeding violations and other non-conformances to relevant stakeholders for corrective action.
• Regularly review business processes and recommend improvements on service, profitability, and cost performance.
• Contribute towards driving continuous improvement through conducting relevant risk assessments and investigations with a focus on highlighting corrective measures.
• Identify inefficiencies in administrative processes and recommend improvements to streamline workflows and enhance productivity.

Electronic Fleet Movement

• Monitor Electronic Fleet Movement data to track which employees have accessed, utilised, or returned fleet vehicles.
• Maintain accurate monthly vehicle inspection records; identify non-conformance and escalate to Fleet Controller for resolution.
• Liaise with the Fleet Supervisor regarding updates to de-fleeted, reassigned, or newly procured vehicles.
• Ensure accuracy, completeness, and consistency of Electronic Fleet Movement data for internal audits and compliance checks.
• Conduct periodic reconciliations to ensure system records match physical fleet allocations and usage.

Coordination of Outstanding Fleet AODs

• Track and follow up on outstanding AODs relating to traffic fines, car allowance adjustments, insurance recoveries, and any other fleet-related deductions.
• Engage directly with employees and relevant departments to ensure outstanding amounts are settled or escalated where needed.
• Maintain an updated AOD register with clear status, timelines, supporting documents, and proof of recovery. Prepare periodic reports highlighting outstanding balances, risks, and recovery progress.
• Liaise with Finance and Human Capital to ensure accurate deductions and alignment with payroll timelines.

Support Administrative Tasks

• Prepare and complete the full Avis driver pack for onboarding, renewals, and profile changes, including license verification, ID copies, proof of address, and supporting documentation.
• Coordinate insurance claims, track progress on vehicle repairs, and follow up with service providers until closure.
• Source rental vehicle quotations, arrange deliveries or collections, verify invoices, and process payments promptly.
• Ensure compliance with company policies, insurance requirements, and regulatory obligations across all fleet documentation.
• Administer financial elements linked to First Auto (FNB) fleet cards, including issuing new cards, updating details, resolving card-related issues, and maintaining accurate records.
• Maintain a filing system for all fines, insurance claims, rental documentation, and fleet card information for easy retrieval and audit readiness.

Internal Compliance

• Ensure strict overall compliance throughout the department and put measures in place to drive adherence of all relevant operational policies and procedures..
• Responsible for contributing towards Operational Risk Mitigation through the proactive identification and mitigation of potential compliance risks, ensuring adherence to industry regulations and Tracker's internal policies within scope of control.
• Ensure strict adherence to all internal Tracker policies, procedures and regulations in all work deliverables.
• Live ISO 9001:2015: Uphold the highest standards of quality and efficiency by rigorously adhering to ISO principles.

Minimum requirements

• Grade 12 qualification. NQF 4.
• Higher Certificate in Office Administration or Secretarial Studies will be required. NQF 5.3 Years experience in an Administrative or Secretary role.
• Proficient in MS Office (Microsoft Excel, PowerPoint, Word etc.)
• Exposure and experience working with relevant systems.
• Exposure to similar work within a Fleet Management environment

Benefits
Medical Aid
Pension Fund

Skills Required