Fleet Coordinator

The Fleet Management Coordinator assist the Corporate Operations Managers in the management of Fleet. The Fleet Management Coordinator is responsible for ensuring that Aurum Fleet are well maintained and in a good state of repair to positively reflect the Aurum brand.

Technical Work Responsibilities

• Facility Management – Vehicles to be parked after hours on site in secure off-street parking.
• Fleet Management – Vehicle Tracking, Surveillance, and incident investigations.
• Asset Management – The BlueBox Asset Management System - Fleet.
• Supply Chain Management – Sourcing and Requisitions.
• Records Management – POPI Compliant (Driver’s personal information).
• Compile monthly reports for the Corporate Operations Manager.
• Write Policies and Standard Operating Procedures.
• Assist with the development and review of Information Sheets & SOPs.

Duties

• Facility Management – supporting the Corporate Operations Managers with Facilities / Fleet related duties:

(a).Facility Tracking and Surveillance – daily checking that vehicles are parked after hours at the allocated site.

(b).Conducting investigations and providing incident reports.

• Fleet Management – supporting the Corporate Operations Managers with Fleet related duties:

(a). Maintain accurate records of vehicles.

(b). Ensure compliance with Aurum’s Fleet Management Policies & SOPs.

(c). Create & Maintain Fleet Files on SharePoint:

i. Traffic Fine Administration.

ii. License Administration.

iii. Fuel Card Administration.

iv. Driver Profiles.

(d). Reporting of ALL fleet incidents (Accidents, Hijackings, Theft, Etc.)

(e). Issuing and collating documentation to and from drivers

(f). Ensure high level of internal customer service.

(g). Processing of monthly transaction listings and billing packs.

(h). Ensuring all paperwork is up to date.

(i). Providing reports on fleet abuse.

(j). Fleet Tracking reports, vehicle usage and fuel reports – check daily.

(k). Conducting investigations and providing incident reports.

(l). Site Operations Manager, Drivers, and Site teams – MS Teams Training on Fleet Management Policy, Standard Operating Procedures, Manuals and Fact Sheets.

(m). Telephonic calls with each driver, once a quarter, to enquire whether they have any challenges and to provide refresher training on Trackbox/SACAN.

(n). Provide monthly Fleet overview reports on variances such as Expense Management, Fuel, Oil and Toll Management, Cost of Ownership Reports, Cost Per Kilometres Summaries, Fleet Analyses, E-Statements and Billing Reports, Maintenance and Roadside Assist, Fines and Licencing, Incident Management, Route Planning and Optimisation, Business Intelligence and Analytics.

(o). Provide monthly Vehicle reporting such as Site Fleet Reporting, Driver Reporting, Site Driver Reporting, Driver Scorecards, Vehicle Scorecards, Vehicle Utilisation Reports, Trip Reports, Driver Logbooks.

(p). Upload Acknowledgement of Debt forms onto SharePoint against traffic violations, insurance excess claims.

(q). Branding.

(r). Print materials: Provide content for How2 Manuals, How2 Information Sheets, Fleet Assessment documents, etc.

(s). Rental vehicle management.

• Asset Management:

(a). Load all fleet assets onto The BlueBox Asset Management system.

(b). Conduct quarterly asset verifications.

• Supply Chain Management:

(a). Sourcing quotes for branding of vehicles.

(b). Sourcing quotes for the purchasing of vehicles, trucks, trailers, mobile toilets, mobile generators etc.

• Records Management:

(a). POPI Compliant (Driver’s personal information)

• Policies and Standard Operating Procedures – adhere to all departmental and company policies, standard operating procedures, working practice guidelines and How to Guides.
• Write Policies and Standard Operating Procedures. Review and edit working practice guidelines and how to manuals. Conduct annual reviews of Policies, SOPs, WPGs and How2 Manuals.
• Comply with all health and safety policies, practices, and procedures according to prescribed legislation.
• Effective communication with internal and external stakeholders.

Education

• Grade 12.
• Knowledge of Vehicle AARTO Act and Registration Legislation.
• Knowledge of the Occupational Health and Safety Act with respect to Fleet Management.

Advantageous

• A logistics or Fleet Management Diploma.
• Valid Professional Driving Permit (Goods and People).

Experience

• Three to Five years’ experience in a similar role.
• Fleet Management experience.
• Knowledge of the procurement of vehicles and the general administration processes.
• Experience working with Fleet Management Software.

Requirements

• SA Citizen or valid work permit to work in South Africa.
• Valid SA Driver’s License (Essential) – First Issue Older Than 12 Months with Driving Experience.
• Frequent Travel by Land or Air.
• Willing to work overtime.

Essential Requirements

• Emergency standby availability for assistance.
• Project Management skills.
• Proficient in Microsoft Office skills (Excel, Word, PowerPoint, Design packages) with a high level of PC literacy.
• Time Management skills.
• Report writing skills.
• Highly proficient in English (Spelling and Grammar).
• Asset Management and vehicle tracking systems.
• Financial – Petty Cash.

Personal Attributes

• Solutions-oriented, can-do attitude; self-motivated.
• Must be organised and be able to work under pressure.
• To be methodical, with strong attention to detail.
• Exceptional written and verbal communication skills, interpersonal skills, ethics, and cultural awareness.
• Is open to change and new information.
• Establish effective and trusting work relationships.
• Must have social skills and be a team player, performance oriented, and self-motivated.

Please note:

All appointments are subject to the preferred candidates obtaining the necessary security clearance, reference checking, and competency assessment. We embrace employment equity and are committed to the achievement of fair and equal representation of our workforce. Preference will be given to internal applicants and candidates from previously disadvantaged backgrounds.

Aurum welcomes applications from all persons with disabilities.

Whilst all applications will be carefully considered, only short-listed applicants will be interviewed. If you do not hear from us within 21 days of the closing date, this will mean that your application has been unsuccessful. All interviewed applicants will receive feedback as part of our continued drive towards people development.

Closing date: 30 August 2026