SUMMARY:
VEHICLE TRUCK RENTAL PROCESSOR – EAST LONDON
POSITION INFO:
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Department
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Truck Rental
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Location
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East London
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Reports to
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Branch Manager
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Working hours
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07:00–17:00
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Shifts / overtime
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As per operational requirements
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Position overview
The VTR Processor is responsible for accurate, timely administration of truck rental operations. The role covers rental agreement control and costing, invoicing support, operational records, wages administration, asset control, fines, stationery and requisitions, while maintaining confidentiality, audit readiness and health and safety standards.
Rental agreement processing
- Compile sequence audit reports covering rental agreements received, issued, held and submitted to Invoicing within required deadlines.
- Maintain an accurate register of contracts issued to Operations, with full sequence control.
- Check daily receipt of closed agreements from Debriefing and verify completeness before preparing costing estimates.
- Prepare handover sheets with rental agreement number, hire date, customer and contract details; forward verified estimates to Invoicing.
- Validate fuel and e-toll recovery and verify that monthly rental agreements have been billed after invoicing rollover.
- Investigate and resolve rental contract, costing and debriefing documentation queries.
Documentation and confidentiality
- Secure rental agreements and customer/company documentation after office hours.
- Maintain confidential customer quotation files and accurate, audit-ready administrative records and filing.
Wages and staff administration
- Submit wage information to the Wages department on time.
- Capture and maintain staff details, monitor daily attendance and process drivers’ leave applications accurately using Jarrison.
Asset control
- Update and reconcile the non-vehicle asset register monthly with the Assets department; report discrepancies promptly.
- Tag assets, complete and file asset transfer documentation (VMA), and conduct quarterly and annual asset verifications within deadlines.
Fines and compliance
- Process fines daily and maintain complete registers, including paid fines, rental agreement numbers and invoice references.
- Keep current customer proxy information on file.
Stationery, supplies and purchasing
- Arrange office equipment servicing and repairs; monitor fax/copier stationery supplies.
- Control stationery ordering and issuing with Branch Manager approval; track stock on hand, issued stock and outstanding orders.
- Complete Embrace requisitions for stationery, EDC cards, security, utilities, licences, fuel and related services.
- Retain orders for ledger verification, receipt deliveries and file supporting documentation.
Health, safety and general support
- Print Toolbox Talk notices, obtain signed registers, display notices and submit completed registers to SHEQ.
- Maintain office housekeeping and comply with health and safety requirements.
- Assist with other reasonable duties within the scope of the role.
Minimum requirements
- Grade 12.
- At least 3 years’ processing experience in truck rental, including rental agreements.
- Intermediate Microsoft Office proficiency for reports, registers and documentation.
- Advanced working knowledge of Jarrison for staff records, attendance and leave.
- Competence in Embrace for requisitions, orders, receipts and ledger verification.
Skills and competencies
- Clear communication with internal departments and external stakeholders.
- Troubleshooting of rental contract, costing and asset queries.
- Accurate data capture, analytical costing checks and invoicing verification.
- Strong organisation, recordkeeping, confidentiality and attention to detail.
- Reliable, proactive, adaptable and methodical approach.
Knowledge
- Rental agreement administration and costing verification.
- Asset registers, tagging, verification and reporting.
- Fines administration and register maintenance.
- Health and safety requirements and Toolbox Talk processes.
- Operational systems including Jarrison and Embrace.
Salary offer: R18K – R20K
