Fleet & Logistics Administration Analyst Trainee

Key Responsibilities:

Diesel Management & Cost Analysis

1. Analyse and monitor monthly diesel expenditure, fuel consumption, and fuel cost trends across the fleet.

2. Reconcile diesel statements and investigate fuel variances.

3. Prepare diesel analysis, fuel consumption reports, and management summaries.

4. Update ERP diesel pricing and maintain accurate fuel records.

5. Monitor fleet fuel efficiency and identify opportunities to reduce operating costs.

Fleet Maintenance Administration

1. Manage fleet maintenance schedules for trucks and trailers, including servicing, wheel alignments, brake tests, roadworthiness inspections, torque settings, and preventative maintenance.

2. Monitor maintenance due dates and coordinate with workshop personnel to ensure repairs and servicing are completed on time.

3. Manage vehicle pre-check compliance and follow up on reported maintenance defects until resolved. 4. Maintain accurate fleet maintenance records and produce maintenance reports.

Invoicing & Operational Administration

1. Create and maintain job files within the ERP system.

2. Print and attach tracking reports to shipment files.

3. Collect, split, verify, and file Proof of Delivery (PODs) and trip sheets.

4. Ensure full and empty PODs are correctly allocated for each transport leg.

5. Track empty container turn-ins using shipping line and terminal systems.

6. Verify and update operational execution details, including trucks, trailers, drivers, dates, and times within the ERP system. Page 1 of 3.

7. Download and reconcile terminal reports and upload data into the ERP system.

8. Perform stack close checks and validate operational data before invoicing.

9. Audit customer and supplier tariff master data.

10. Validate job costing, cost allocations, and billing information before invoices are processed.

11. Process and post customer invoices accurately and timeously.

12. Scan and distribute invoices and supporting PODs to customers.

13. Monitor outstanding operational tasks and liaise with operations, cartage controllers, workshop staff, drivers, customers, and finance to resolve discrepancies.

Reporting & Compliance

1. Prepare accurate daily, weekly, and monthly operational, fleet, diesel, and invoicing reports.

2. Ensure all operational documentation is complete, accurate, and audit-ready.

3. Support continuous improvement initiatives aimed at reducing operating costs and improving fleet performance.