Transport jobs in Cape Town, Western Cape

JOB SUMMARY

The Transport Administrator provides administrative, financial and

operational support to the Transport Department. The position is

responsible for maintaining accurate fleet and asset records, coordinating

vehicle documentation, administering transport-related expenditure,

facilitating supplier payments and preparing reliable operational reports.

The role also supports the National Head of Tranpsort through accurate

system updates, cost verification and payroll-related administration,

contributing to effective fleet oversight,administrative compliance and

operational efficiency.

RESPONSIBILITIES

Fleet administration and asset management

• Maintain accurate vehicle cost centres and ensure fleet assets are correctly linked to the relevant management accounts.
• Maintain vehicle logbooks, mileage records and monthly kilometre information for submission to relevant fleet management service providers.
• Maintain transport records, including vehicle and driver licences, traffic fines, timesheets and other fleet-related documentation.
• Coordinate the processing and renewal of number plates, vehicle licences and roadworthiness certificates.
• Maintain and update fleet asset registers and provide monthly updates to relevant insurance providers.
• Ensure that fuel consumption for generators and forklifts is accurately recorded in the relevant logbooks.

Transport compliance and insurance administration

• Maintain and process insurance documentation, claims and related cost distribution on Secure Office.
• Monitor the completeness and validity of vehicle and driver documentation, escalating outstanding or incorrect records.
• Compile traffic fine information and prepare the supporting documentation for applicable deductions.

Procurement and financial administration

• Obtain quotations and process invoices for transport supplies, services and operational requirements.
• Create purchase orders and communicate purchase order numbers to relevant suppliers when required.
• Verify outstanding or unprocessed purchase orders and facilitate their cancellation or removal where appropriate.
• Process contractor invoices for payment and monitor payment progress, following up on outstanding items.
• Maintain accurate cost allocations and identify discrepancies in invoices, purchase orders and supporting financial records.

Monthly reporting and system administration

• Capture fleet management accounts on Evolution by no later than the 7th of each month.
• Capture fuel consumption on Evolution by no later than the 7th of each month.
• Verify monthly costs recorded against the relevant transport management accounts.
• Maintain and update the spreadsheet used for the Beat Status Report.
• Compile accurate daily, weekly and monthly administrative reports as requested by the Head of Transport .

Payroll and attendance administration

• Update Secure Office payroll attendance registers for residential contracts on a daily basis.
• Verify attendance records and supporting documentation to assist with accurate month-end remuneration.
• Compile and submit overtime information to the Transport Manager for review and processing.
• Identify and follow up on attendance or payroll-related administrative discrepancies.

Secondary duties

• Provide general administrative support to the Transport Department and assist with operational queries.
• Liaise professionally with suppliers, insurance providers, fleet management service providers and internal stakeholders.
• Maintain organised, accessible and accurate transport documentation and filing systems.
• Carry out other reasonable administrative duties aligned with the department’s operational requirements.

COMPETENCIES

• Excellent written and verbal communication and interpersonal skills.
• Strong planning, organisation and time management skills with the ability to meet reporting deadlines.
• High attention to detail and accuracy in financial, fleet and employee related records.
• Sound analytical and problem-solving abilities, including identifying and resolving administrative discrepancies.
• Working knowledge of purchase orders, invoices, cost allocations and financial administration.
• Ability to multitask, prioritise competing requirements and remain effective under pressure.
• Professionalism, accountability, confidentiality and a strong service orientation.
• Self-motivation, initiative and the ability to work both independently and as part of a team.
• Proficiency in Microsoft Office applications, particularly Microsoft Excel.

REQUIREMENTS

• Grade 12 / Matric or equivalent qualification.
• Previous experience in transport administration, fleet administration or a comparable administrative role.
• Experience with invoice processing, purchase orders, financial recordkeeping and supplier administration.
• Working proficiency in Microsoft Office, particularly Excel.
• A qualification in administration, transport management, logistics or a related field would be advantageous.
• Experience with Sage Evolution, Secure Office or similar financial, payroll or attendance systems would be advantageous.
• Knowledge of vehicle licensing, fleet recordkeeping and insurance administration would be beneficial.

Employment will be implemented in accordance with the Employment Equity Act. Only Applicants considered for the role will be contacted

Pay: From R10 000,00 per month

Work Location: In person