Fleet Administrator Trainee

We are seeking a highly organized, analytical, and detail-oriented Fleet & Logistics Administration Trainee to join a company based in Germiston.

The successful candidate will be responsible for fleet maintenance administration, diesel expense analysis, transport invoicing, and operational reporting. The role requires a strong focus on cost control, data accuracy, and ensuring that operational information is accurately captured, maintained, and invoiced.

Key responsibilities

Diesel Management & Cost Analysis:

• Analyse and monitor monthly diesel expenditure, fuel consumption, and fuel cost trends across the fleet.
• Reconcile diesel statements and investigate fuel variances.
• Prepare diesel analysis, fuel consumption reports, and management summaries.
• Update ERP diesel pricing and maintain accurate fuel records.
• Monitor fleet fuel efficiency and identify opportunities to reduce operating costs.

Fleet Maintenance Administration:

• Manage fleet maintenance schedules for trucks and trailers, including servicing, wheel alignments, brake tests, roadworthiness inspections, torque settings, and preventative maintenance.
• Monitor maintenance due dates and coordinate with workshop personnel to ensure repairs and servicing are completed on time.
• Manage vehicle pre-check compliance and follow up on reported maintenance defects until resolved.
• Maintain accurate fleet maintenance records and produce maintenance reports.

Invoicing & Operational Administration:

• Create and maintain job files within the ERP system.
• Print and attach tracking reports to shipment files.
• Collect, split, verify, and file Proof of Delivery (PODs) and trip sheets.
• Ensure full and empty PODs are correctly allocated for each transport leg.
• Track empty container turn-ins using shipping line and terminal systems.
• Verify and update operational execution details, including trucks, trailers, drivers, dates, and times within the ERP system.

Reporting & Compliance:

• Prepare accurate daily, weekly, and monthly operational, fleet, diesel, and invoicing reports.
• Ensure all operational documentation is complete, accurate, and audit-ready.
• Support continuous improvement initiatives aimed at reducing operating costs and improving fleet performance.

Minimum requirements:

• Grade 12 (Matric).
• Minimum 3 years' experience in logistics administration, transport, fleet administration, invoicing, or a similar analytical role.
• Strong analytical and numerical ability with excellent attention to detail.
• Advanced Microsoft Excel skills.
• Experience working with ERP systems, fleet management systems, transport management systems, or accounting software.
• Knowledge of transport invoicing, job costing, diesel analysis, and fleet maintenance administration will be advantageous.
• Excellent organisational, communication, and problem-solving skills.
• Ability to manage multiple priorities while meeting strict deadlines.

Pay: R8 000,00 - R10 000,00 per month

Work Location: In person