Vacancy Details
Employer: Plennegy (Pty) Ltd
THE ABOVE POSITION HAS BECOME AVAILABLE AT THE JOHANNESBURG BRANCH, REPORTING TO THE NATIONAL OPERATIONS MANAGER
Description:
RESPONSIBILITIES:
Business Planning and Development:
- Monthly billing reconciliation
- Capturing and updating branch vehicle allocation
- Distributing of billing schedules to Branch Managers to verify the billing and vehicle allocation on the following accounts: - First Auto ( Sales Rep ) - Nedbank (Toll card and e tag ) - Engen (Bowser and Card Fuel ) - Total (Bowser Fuel ) - Cartrack - D Hollard (Insurance)
- Monthly fuel recon distribution to Branch Managers
- Updating and maintaining vehicle movements before Branch distributions
- Monthly distribution of individual billing schedules to Cross Border, Triton Express Linehaul and Triton Fleet branches
- Capturing of new vehicles per configuration tonnage, class and branch allocation
- Maintaining and updating the vehicle report to ensure movements are done timeously
- Ensuring that copies of vehicle documents are received and record keeping thereof
- Assisting with all Branch vehicle queries
- Ensuring D-Bit numbers on new vehicles are received from the Finance department
- Distributing weekly Vehicle service history and driver license analysis reports to all Branch Managers
- Updating daily fuel discrepancies from the Fuel App
- New Vehicle administration and record keeping
- Archiving records on written-off, sold and or scrapped vehicles
- Capturing of license renewals
- Communicating all branch bowser fuel fill discrepancies
- Month-end bowser recon submissions
- Bowser verification on fuel fills, fuel stock, vehicle allocation and monthly fuel reconciliation
- Communicating month-end vehicle mileages and Liaising with all branches on month end vehicle mileages, resolving and correcting any incorrect vehicle mileages
- Placing orders for fuel cards, toll cards and E-tags for new vehicles, and distributing thereof to the relevant Branches
- New vehicle registration number allocating and distributed to the relevant branches
- Following up on delayed vehicle deliveries
- Ensuring new Vehicles are delivered to the relevant branches
- Increasing limits on fuel cards
- Attending to declined fuel cards and liaising with the service stations and banks
- Cancellation of Lost, sold and or written off vehicles fuel, toll cards and E tags
- Ordering of replacement cards and E-tags
- Accepting of faulty, written off and sold vehicles E-tags to ensure it is returned to Nedbank
- Monitoring and pre-alert branches on fuel and toll card discrepancies
- Attending to fraudulent transactions on all vehicle card claims, and document submissions for a refund
- Annual distributing of Engen EDC and Nedbank toll cards
- Branch allocation and distributing of all vehicle cards
- Attending to declined fuel cards through the Service stations and Banks
- Managing and maintaining Vehicle settlements and documents administration
- Requesting vehicle Natis documents from the various banks
- Liaising with the Insurance Company on claim payments and documents
- Submitting of excess and 3rd party invoices to the Branch Managers
- Requesting of new vehicle insurance and cover from the Insurance Company
- Managing paid up vehicle NATIS documents for vehicles to be transferred to Company ownership
- Drafting of authorization letters to various banks and the Insurance Company for vehicles to operate cross-border
- Liaising with Car Track on vehicle allocations and change of registration numbers
Business Development (National Sales department):
- Ordering of fuel cards for new Sales staff
- Cancelling and removing terminated Sales staff fuel cards on the Bank system
- Attending to queries and provide feedback
- Activating and blocking fuel cards
- Generating reports and billing for logbooks
- Distributing of monthly billing and schedules to the Branch Managers
System Management: Vehicle System
- Creating Posts and adding new vehicles on the vehicle system
- Capturing licenses, financial agreements, and vehicle capacity and target consumption
- Capturing and analysing financial vehicle agreement terms and interest rates
- Transferring of Vehicles movement (Branch allocation or change registrations)
- Maintaining and updating vehicle compliment
- Decommissioning of terminated vehicles
- Renewing of National Fleet licenses
- Ensuring new licenses are certified and uploaded on the vehicle system
- Verifying and uploading Engen EDC and bowser fuel Imports manually onto the vehicle system
- Monitoring of Fleet Vehicle maintenance, mileage history and Fuel consumption
- Manually capturing of missed fuel transactions from the fuel app
- Fuel reconciliation and identifying discrepancies and trip mileage errors
- Conducting Pre Alerts on fuel discrepancy investigations on vehicles and drivers ensure investigations are actioned and completed
- Updating monthly Fuel Rates
- Monitoring consumption on the vehicle dash board
- Updating driver licenses, PDP`s and Forklift licenses
- Monitoring and analysing vehicle service history, rectifying incorrect mileages and creating pre-alerts for next service intervals
- Capturing month- end trip mileages
- Verifying trip KM travelled by branches
- Vehicles off the road – following up with the branches
- Understanding and adherence to OEM warranty processes and procedures
- Vehicle Tracking
- Branch transfers and balancing of KM`s
Ops system
Ensuring all branches capture month- end mileages timeously
Identifying discrepancies, and rectifying errors and vehicle mileage amendments
Incidents and Accidents
Ensuring all accidents and incidents are captured on the Ops system
Reviewing of discrepancies
Ensuring all documents are submitted and uploaded on the Ops system
Monitoring all stages of incidents and accidents and ensuring it’s completed
Processing of Purchase orders for Monthly billing schedules
Creating and matching Purchase orders for the below Service Providers
Verification and processing costs to different branches - First Auto ( Sales Rep ) - Nedbank - Engen - TOTAL - Cartrack - D Hollard and Associates (Company Insurance)
Processing creditor’s transactions
- Verifying all creditor invoices against purchase orders and creditors statements
- Requesting statements from creditors
- Reconciling, investigating and resolving all queries
- Reviewing all invoices for rates, charge accuracy, discounts due, warranties and discrepancies
- Updating and maintaining the Vehicle Management System
- Capturing fuel fill ups from the browser into Excel
- Monitoring and updating monthly fuel Consumption reports
- Printing of batches and checking for corrections
- Printing open payables reports
- Reconciling all creditors to open payables report
- Reconciling payment schedule to open payables or ledger reports and discounts
- Reconciling outstanding queries from creditors reconciliations
Preparing accrual schedules from
- AARTO System
- Vehicle Management System
- Incident / Accident Report
Requirements:
REQUIREMENTS:
- Matric certificate (Grade 12) minimum
- 2-3 years general accounting exposure
- Basic Accpac or similar accounting package experience
- Basic MS Word, Excel and Outlook knowledge
- General purchasing procedures
- Commercial arithmetic calculations
- Basic computer operation
- Account reconciliation skills
- Ability to prepare own correspondence
- Ability to work under pressure
- A good command of the English language both verbal and written skills
- Ability to communicate both internally and externally
- Ability to work unsupervised
- Ability to work overtime as and when required
- Exceptional vehicle technical knowledge
- A high degree of integrity required
- Presentable and of a professional manner at all times
- Own reliable transport to and from work
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About Plennegy (Pty) Ltd
Plennegy (Pty) Ltd was founded in 1955 and is both a trading and holding company with its core business being related to agriculture and property investments. Together with its associated companies, the group develops, produces and distributes seed, as well as supplies farming equipment, fuel and vehicles to the agricultural and retail industries.
With a reach that extrends across South Africa, Africa and over fifty countries worldwide, we are committed to an extensive research program to continually develop new seeds and products, improved farming practices and the provision of superior agricultural solutions and service.
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