The position of Fleet Administrator has become available at the Windhoek Depot in Namibia.
This position reports directly to the Branch Manager.
The purpose of the position is to ensure that all fleet administrative duties are completed timeously and to the required standard in order for fleet efficiencies to be realized and business risk to be controlled.

Minimum Experience

• 2 years of relevant administration experience

 Minimum Qualification

• NQF Level 4 

Minimum Requirement

• Valid unendorsed driver’s license
• Computer literacy with high level of accuracy.  Intermediate level of MS office

Job Outputs

• Ensure accurate capturing, processing, and releasing of all orders in line with standardized company processes, including order generation, receipting, and supplier/OEM issuance.
• Generate and review the system report daily, distributing service-due reports to branches and ensuring that all services are promptly updated on the system based on OEM job cards.
• Liaise with local dealerships to expedite vehicle repairs, reducing fleet downtime and improving vehicle availability.
• Engage with OEMs to track and follow up on outstanding parts in collaboration with the Europcar Maintenance Team (Jetpark, South Africa).
• Facilitate and monitor the temporary export and import processes for ZA-registered vehicles, ensuring compliance with NAMRA and SARS regulations.
• Coordinate with the Road Administration Fund for the registration of new imported vehicles, including company profile updates and the purchasing of Cross-Border Permits.
• Manage the SAD500 extension process, ensuring renewals are completed at least two months in advance, CO₂ taxes are paid timeously, and penalties or vehicle impoundments are avoided.
• Oversee documentation for all temporary imported vehicles, maintaining original paperwork on file and ensuring copies are available in vehicles; assist dispatch with fleet delivery and de-fleet documentation.
• Run the system report monthly to monitor licensing dues, coordinate with the licensing department for renewals, and ensure all updates are accurately reflected on the Impress system.
• Coordinate the registration of NAM vehicles, ensuring birthing certificates are requested, Natis registration is completed, and number plates, license discs, and tracking devices are fitted timeously.
• Ensure all new fleet documentation is scanned onto internal system and that the filing system remains current and compliant.
• Adhere to company procedures for fleeting and pre-fleeting, ensuring processes are followed accurately and efficiently.
• Support branches in the pre-fleeting and de-fleeting process by notifying them of upcoming de-fleet vehicles and ensuring readiness.
• Update weekly compliance and fleet reports in line with deadlines set out in the compliance scorecard.

 

Competencies:

• Communication skills in English.
• Administration abilities
• Ability to work in a systematic and organized manner.
• Effective at managing time and priorities, and able to perform effectively under pressure.
• Attention to detail; must work accurately and meticulously.
• Emotional control when dealing with customers, superiors, colleagues and other stakeholders.
• Logic and sound judgment
• Proactive
• Team player
• Business Understanding
• Responsibility and accountability to customers and meeting performance requirements
• Negotiation skills

 Personal Attributes:

• Committed
• Professional
• Resilient
• Flexible, self-motivated, trustworthy
• Honesty and integrity
• Sense of urgency and commitment.