Systems Administrator – Fleet & Operations

SUMMARY:
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POSITION INFO:
Systems Administrator – Fleet & Operations Location : Benoni, Gauteng Employment Type : Permanent, on-site Working Hours : Monday to Friday, standard office hours Salary : R10,000 – R15,000 CTC per month Reporting To : Chief Executive Officer About the Role The company is looking for a junior, organised and systems-focused individual to support the administration of its fleet, driver and operational information. This is not a traditional IT infrastructure position and does not involve managing servers, networks or technical hardware. The role focuses on maintaining accurate information across operational systems, extracting data and compiling reports that support the effective management of the company’s fleet and transport operations. Purpose of the Position The Systems Administrator – Fleet & Operations will be responsible for maintaining accurate fleet, driver, client and operational information across the company’s systems. The successful candidate will administer information within the Cella database, extract information from fleet tracking and related systems, compile operational reports, and support the monitoring of vehicle inspections, route scanning, compliance information and fleet utilisation. This is a junior role suited to someone who is comfortable working with systems, data and Excel and who has strong attention to detail. Key Responsibilities Systems and Database Administration Create and maintain business partners, business units, operational sites and rate cards on the Cella database. Create, update and remove driver and vehicle records on the system. Ensure that driver, vehicle, client and operational information is captured accurately and kept up to date. Maintain accurate records of vehicle Certificate of Fitness (COF) expiry dates. Monitor upcoming COF expiry dates and highlight information requiring attention. Identify and correct incomplete, outdated or inaccurate system information. Assist with general system administration and operational data maintenance. Fleet Information and Reporting Extract fleet and operational information from vehicle tracking and related systems. Compile and maintain regular operational reports, including: Fuel consumption and usage Driver working hours and monthly hours Driver overtime Vehicle and bus utilisation Daily vehicle inspections Route scanning activities Fleet and operational performance information Review extracted information for accuracy and completeness before submitting reports. Maintain organised supporting records for operational and management reporting. Assist management with ad hoc reports and information when required. Highlight unusual information, missing records or possible discrepancies for further investigation. The position supports fleet reporting and administration and is not primarily responsible for actively tracking vehicles or monitoring live vehicle movements. Vehicle Inspections and Route Administration Monitor and report on daily vehicle inspections completed by drivers. Monitor route-scanning activities and identify missing or incomplete records. Follow up internally on outstanding inspection or route information. Maintain accurate records of completed vehicle inspections and route activities. Assist with the administration of operational and fleet compliance information. Bus Cards and Passenger Access Administration Manage the printing, preparation and administration of bus cards. Generate and apply QR codes to bus cards. Maintain accurate bus-card and passenger-access information. Support passenger access and tracking processes using Smart Locator and Asure ID. Assist with resolving basic data or administrative discrepancies relating to bus cards and access records. General Administration and Communication Communicate professionally with drivers, operations employees, management and other internal stakeholders. Respond to requests for fleet, driver and operational information. Maintain accurate electronic records and filing systems. Handle operational information responsibly and confidentially. Provide general systems, reporting and administrative support to the business. Perform other reasonable duties related to the position when required.  Minimum Requirements Matric or Grade 12. Good general computer literacy. Intermediate Microsoft Excel skills, including the ability to: Enter, organise and maintain data Sort and filter information Use basic formulas Use functions such as VLOOKUP or similar lookup functions Prepare clear and accurate spreadsheets and reports Strong verbal and written communication skills in English. Ability to prepare clear, accurate and professional reports. Strong attention to detail and commitment to data accuracy. Ability to work independently, manage routine deadlines and follow up on outstanding information. Comfortable working in a permanent, on-site position in Benoni. Experience Approximately one to two years’ experience in systems administration, fleet administration, transport administration, operational reporting, data capturing or a similar role would be advantageous. Exposure to passenger transport, logistics, fleet operations or a similar operational environment would be beneficial. Experience working with fleet tracking, transport management, database or operational reporting systems would be advantageous. Previous experience using Cella, Smart Locator or Asure ID would be beneficial but is not essential, provided the candidate is comfortable learning new systems. Advantageous Qualifications A certificate, diploma or other tertiary qualification would be advantageous but is not essential. Relevant fields may include: Logistics Supply Chain Management Transport Management Fleet Management Information Technology Information Systems Business Administration Operations Management A related field Candidates with other tertiary qualifications may also be considered where they demonstrate the required systems ability, computer literacy and attention to detail. Personal Attributes The successful candidate should be: Highly organised and methodical Accurate and attentive to detail Comfortable working with data, systems and spreadsheets Reliable and consistent Able to follow processes and meet reporting deadlines Willing to follow up on incomplete or outstanding information A clear and professional communicator Able to identify errors and discrepancies Discreet when handling operational and employee information Willing and able to learn new systems Comfortable working in a junior, hands-on administrative role Additional Preferences A valid driver’s licence is essential and access to reliable transport would be advantageous . Preference may be given to candidates residing in or within reasonable travelling distance of the East Rand, including Benoni, Boksburg, Kempton Park, Edenvale and surrounding areas.  Important Clarification Although the title includes Systems Administrator, this is not a traditional technical IT role involving network administration, servers, cybersecurity or technical infrastructure. The position is focused on the administration of operational and fleet systems, maintaining accurate data, extracting information and compiling reports to support the company’s passenger transport operations.