Fleet & Logistics Administration Analyst

Introduction

We are seeking a highly organised, analytical, and detail-oriented Fleet & Logistics Administration Analyst to join our logistics team. The successful candidate will be responsible for fleet maintenance administration, diesel expense analysis, transport invoicing, and operational reporting. The role requires a strong focus on cost control, data accuracy, and ensuring that operational information is accurately captured, maintained, and invoiced.

Duties & Responsibilities

Key Responsibilities

Diesel Management & Cost Analysis

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

• Reconcile diesel statements and investigate fuel variances.

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

• Update ERP diesel pricing and maintain accurate fuel records.

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

Fleet Maintenance Administration

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

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

• Manage vehicle pre-check compliance and follow up on reported maintenance defects until resolved.

• Maintain accurate fleet maintenance records and produce maintenance reports.

Invoicing & Operational Administration

• Create and maintain job files within the ERP system.

• Print and attach tracking reports to shipment files.

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

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

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

• Verify and update operational execution details, including trucks, trailers, drivers, dates, and times within the ERP system.

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

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

• Audit customer and supplier tariff master data.

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

• Process and post customer invoices accurately and timeously.

• Scan and distribute invoices and supporting PODs to customers.

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

Reporting & Compliance

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

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

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

Desired Experience & Qualification

Minimum Requirements

• Grade 12 (Matric).

• Minimum 3 years' experience in logistics administration, transport, fleet administration, invoicing, or a similar analytical role.

• Strong analytical and numerical ability with excellent attention to detail.

• Advanced Microsoft Excel skills.

• Experience working with ERP systems, fleet management systems, transport management systems, or accounting software.

• Knowledge of transport invoicing, job costing, diesel analysis, and fleet maintenance administration will be advantageous.

• Excellent organisational, communication, and problem-solving skills.

• Ability to manage multiple priorities while meeting strict deadlines.

Package & Remuneration

If you are passionate about logistics administration, diesel cost management, fleet maintenance, and accurate transport invoicing, and enjoy working in a fast-paced transport environment, we invite you to apply.

Interested?

South African Inland Logistics CC

Preneshni Raman

Nottingham Place 10

4060 Durban