Overview<\/p>\n
\tThe 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.
\n\tThe role requires exceptional attention to detail, strong organizational abilities, and the capacity to manage multiple tasks within strict deadlines.<\/p>\n
Key Responsibilities<\/p>\n
Financial & Documentation Administration<\/p>\n
\tEnsure\u00a0timeous collection of invoices and statements\u00a0from service providers across all national DCs.
\n\tVerify that\u00a0billing details are correct\u00a0and ensure\u00a0quotes and invoices are accurately aligned\u00a0before submission or processing.
\n\tPrepare and complete\u00a0account reconciliation documents\u00a0for all DC suppliers and compile the\u00a0Supplier Reconciliation Document\u00a0monthly.
\n\tSubmit all completed reconciliations to the\u00a0Fleet Admin Manager by the 05th of each month.<\/p>\n
Requisition & Workflow Management<\/p>\n
\tMonitor all\u00a0open requisitions submitted by DCs via email\u00a0and ensure timely follow-up.
\n\tConfirm that requisitions are\u00a0closed off and submitted on Smartsheet\u00a0within agreed timeframes.
\n\tMaintain and update the internal requisition log to track progress, outstanding items, and completion timelines.<\/p>\n
Administrative Support<\/p>\n
\tProvide general administrative assistance to the Fleet Department, including document management, filing, data capturing, and correspondence.
\n\tMaintain accurate records of supplier documentation, service provider communication, and fleet-related administrative files.
\n\tAssist with internal audits by ensuring documentation is complete, accessible, and compliant with company standards.<\/p>\n
Communication & Coordination<\/p>\n
\tLiaise with DC teams and external service providers to obtain outstanding documents, resolve billing discrepancies, and follow up on queries.
\n\tSupport the Fleet Admin Manager with reporting requirements, monthly summaries, and administrative tasks as required.<\/p>\n
Apply via company website ( ) or<\/p>\n
pedroschicken.simplify.hr<\/p>\n
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