Purpose of the Job

To manage the entire operation and ensure each division is efficient and effective and all the requirements are met to ensure smooth operation which will lead to a satisfied client and profitable account.

Roles & Responsibility

Month End Billing

• The verification and consolidation of the Daily Log for billing
• The verification and approval of overtime and its billing to the customer
• Ensure that replacement KM’s are correctly allocated and costed for billing
• Control and cost all ad-hoc requirements and ensure correct details are captured and billed.
• Measuring and managing the fuel consumption of all vehicles on site and the subsequent billing thereof to the customer
• Ensure contracts are delivered to Invoicing before the required deadline
• Populating and supplying the signed billing matrix to Invoicing by the required cut-off date

Reporting Duties

• Populate and consolidate all the required data to compile monthly management reports
• Ensuring the weekly capture of the fleet kilometres

Financial Duties

• General management of all related site costs regarding labour and vehicle matters according to allocated budgets
• Manage all labour-related costs, including overtime, ad-hoc staff and replacement staff and ensure that all allocated costs are in line with budgeted requirements
• Manage fuel costs, including the analysis of the consumption reports
• Manage repair and maintenance cost
• Manage accidents and incidents cost
• Ensure site revenue, costs and profitability budgets are achieved through effective decision-making processes

Insurance Related Duties

• Monitor and investigate all accidents and incidents per designated site and implement strategies to minimise related risk
• Ensure all documentation is correctly completed and forwarded to the relevant departments
• Ensure correct disciplinary action is taken in correspondence with the required HR policies and procedures
• Ensure all insurance-related queries are resolved

General Duties

• Verify and sign off all related invoicing and billing queries
• Conduct staff site-specific procedure-related training
• Manage and verify all site-related studies and present findings to customer
• Resolve and site related operational and staff-related problems and provide feedback to the customer
• Ensure all staff members function as a team to assist each other in achieving delegated and set objectives
• Motivate and encourage staff to maintain high-performance standards and a professional image
• Assist in providing head office with all required information through the consolidation of site data
• Approve, manage and monitor all site-related order approvals
• Arrange and manage all vehicle-related movements
• Develop strategies to achieve all required KPIs
• Ensure correct compliment of vehicles is utilised to optimise Fleet usage.
• Manage the POD process to ensure the minimisation of customer credits

Staff Disciplinary Duties

• Ensure that serious performance and behaviour issues are handled according to the company’s disciplinary procedures
• Conduct counselling sessions with employees

Customer Relations Duties:

• Resolve any requested matters and provide continual feedback
• Build and maintain excellent customer relationships

Minimum Requirements

• Grade 12 (Matric)
• At least 5 years of relevant working experience

Skilled Needed

• Able to handle administrative procedures without supervision
• Able to manage and control administrative system in own department/division

Knowledge Needed

• Understands administrative procedures in own division
• Thorough knowledge of the company policy and procedures
• Vehicle loading and weight distribution

Personal Attributes Site Manager

• Ability to work under pressure
• Responsible
• Reliable
• Self- motivated
• Team leader
• People-oriented

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