Port Elizabeth: Administrator posted by Top Vitae

Position Summary

We are seeking a highly organised and detail-oriented Administrative Coordinator to join our team. The primary focus of this role is to ensure the smooth operation of company fleet management, maintain accurate insurance records, and provide general administrative support. The successful candidate will also play a key role in accounts receivable by diligently following up on outstanding debts. This position requires a proactive individual with strong multitasking abilities and excellent communication skills.

Key Responsibilities

1. Fleet Control & Management

• Monitor and manage vehicle tracking systems.
• Schedule and track regular vehicle services, maintenance, and MOTs.
• Maintain up-to-date records of all fleet-related documents (e.g., logbooks, service history).
• Coordinate with drivers and external service providers.
• Ensure compliance with fleet policies and regulations.

2. Insurance Administration

• Scan, file, and maintain all insurance-related documentation (vehicles, premises, liability, etc.).
• Assist with insurance claims paperwork and follow-ups.
• Organise both digital and physical filing systems for easy retrieval.

3. General Administrative Duties

• Provide general office support including answering phones, managing post, and ordering supplies.
• Assist with data entry, document preparation, and minute-taking as required.
• Maintain office filing systems and ensure documentation is accurate and up to date.
• Support other departments with ad-hoc administrative tasks.

4. Debt Follow-Up & Accounts Support

• Monitor aged debtors and proactively contact clients regarding overdue invoices.
• Maintain accurate records of all communications and payment arrangements.
• Work closely with the finance team to reconcile accounts and resolve discrepancies.
• Prepare regular reports on outstanding debts and follow-up activities.