Overview

The Administrative Assistant for the Fleet Department plays a critical role in supporting daily operational and administrative processes. This position ensures the accuracy of financial documentation, maintains efficient communication with Distribution Centres (DCs) and service providers, and upholds compliance with internal procedures. The role requires exceptional attention to detail, strong organizational abilities, and the capacity to manage multiple tasks within strict deadlines.

Key Responsibilities

Financial & Documentation Administration

• Ensure timeous collection of invoices and statements from service providers across all national DCs.

• Verify that billing details are correct and ensure quotes and invoices are accurately aligned before submission or processing.

• Prepare and complete account reconciliation documents for all DC suppliers and compile the Supplier Reconciliation Document monthly.

• Submit all completed reconciliations to the Fleet Admin Manager by the 05th of each month.

Requisition & Workflow Management

• Monitor all open requisitions submitted by DCs via email and ensure timely follow-up.

• Confirm that requisitions are closed off and submitted on Smartsheet within agreed timeframes.

• Maintain and update the internal requisition log to track progress, outstanding items, and completion timelines.

Administrative Support

• Provide general administrative assistance to the Fleet Department, including document management, filing, data capturing, and correspondence.

• Maintain accurate records of supplier documentation, service provider communication, and fleet-related administrative files.

• Assist with internal audits by ensuring documentation is complete, accessible, and compliant with company standards.

Communication & Coordination

• Liaise with DC teams and external service providers to obtain outstanding documents, resolve billing discrepancies, and follow up on queries.

• Support the Fleet Admin Manager with reporting requirements, monthly summaries, and administrative tasks as required.