Driver/Fleet Assistant

Main Purpose of the Job
Carry out authorised deliveries and collections, coordinate servicing and approved repairs for Head Office and Engineering vehicles, and complete assigned vehicle condition checks. Maintain vehicle, approval and trip records, and assist Stores when core duties permit.

Education, experience and competencies

• Grade 12 / National Senior Certificate or equivalent.
• Training in defensive driving, fleet administration or Stores and dispatch is advantageous.
• At least 2 years’ relevant experience in driving, deliveries and collections, fleet support or a similar role involving driving and recordkeeping.
• Pre-trip vehicle checks, safe transport and securing of goods, route planning, service bookings and proof-of-delivery procedures.
• Proficiency in email, spreadsheets and electronic recordkeeping.
• Able to handle goods safely, communicate delays and work authorised overtime when required.
• Valid Code 14 South African driver’s licence appropriate to the vehicles assigned with a valid PDP

Responsibilities

• Maintain an up-to-date service schedule for Head Office and Engineering vehicles.
• Arrange servicing and approved repairs with approved service providers.
• Coordinate vehicle availability, drop-off and collection with vehicle users and service providers.
• Obtain signed pre-authorisation from the Financial Manager before committing the company to servicing or repairs.
• Obtain further approval before instructing a provider to proceed with additional work.
• Track bookings through to completion, retain service records and promptly escalate delays or defects.
• Refer Field Services vehicle requirements to the responsible Field Services team.
• Complete and record scheduled condition checks on unallocated Head Office vehicles within the assigned scope.
• Complete required vehicle checks before using a vehicle for deliveries or collections.
• Report damage, defects, missing equipment and safety concerns promptly to the relevant manager.
• Follow company procedures for defects or breakdowns and refer technical repairs through the authorisation process.
• Keep vehicles used for assigned duties clean and report maintenance requirements.
• Carry out authorised deliveries and collections for company branches, customers, suppliers and service providers.
• Confirm instructions, addresses, contacts and required documents before departure.
• Check goods against accompanying documents, secure them for transport and report shortages, discrepancies or damage.
• Obtain signed proof of delivery or collection and return it to the responsible department.
• Plan practical routes, communicate delays promptly and drive in accordance with road rules and company procedures.
• Maintain accurate trip and time records and work authorised overtime when required.
• Assist Stores when core fleet support and driving duties permit, as directed by the responsible manager.
• Support receiving, packing, stock movements and dispatch within assigned training and authority.
• Follow Stores documentation and system controls for each assigned task.
• Agree priorities with the Line Manager when Stores requests compete with servicing, deliveries or reporting deadlines.
• Perform other reasonable duties within the scope of the role and the employee’s competence.
• Retain booking confirmations, signed pre-authorisations and service records.
• Maintain vehicle checklists, reported issues, trip records and proof of delivery or collection.
• Submit invoices and supporting documents to Finance or the responsible department and follow up on queries.
• Coordinate bookings and routine follow-ups within delegated authority.
• Refer expenditure decisions and additional work to the appropriate approver before making any commitment.
• Keep vehicle users, Branch Administrators, Heads of Department, Stores and service providers informed.
• Escalate outstanding actions, delays and decisions requiring management attention.