Fleet Maintenance Contract Admin

administrator automotive commercial contracts eastern suburbs fleet maintenance johannesburg

Role Overview

The Fleet Maintenance Contract Administrator is responsible for managing the administration, monitoring, and financial performance of fleet maintenance contracts. The role focuses on evaluating vehicle applications, preparing cost-per-kilometre (CPK) proposals, managing contract documentation, and ensuring that maintenance authorisations and claims are processed in line with agreed contract terms.
The position works closely with dealers, workshops, and finance partners to ensure contracts are managed efficiently while maintaining profitability and compliance with company standards.

Key Responsibilities

Contract Pricing and Quotation

• Assess vehicle applications, operating environments, and expected duty cycles to prepare accurate maintenance contract quotations.
• Develop tailored cost-per-kilometre (CPK) pricing structures based on contract duration, vehicle utilisation, and operating conditions.
• Ensure all pricing proposals remain competitive while supporting company profitability and risk management objectives.
• Prepare detailed quotations outlining maintenance coverage, contract terms, and financial structures.

Contract Administration

• Compile and issue formal maintenance contracts including scope of service, contract duration, agreed rates, and commercial terms.
• Maintain an organised contract management system ensuring all agreements are properly documented and accessible.
• Track contract lifecycle information including start and end dates, renewals, and key contractual milestones.
• Ensure contract records remain accurate and up to date within the internal system.

Maintenance Authorisations and Claims Control

• Review and approve repair authorisations within approved contract parameters.
• Ensure dealers and workshop partners follow the correct authorisation procedures when submitting maintenance claims.

• Monitor claim activity and escalate any abnormal costs, excessive repairs, or deviations for further review.

Financial Administration and Fund Management

• Liaise with external financial institutions or fund administrators responsible for managing contract maintenance funds.
• Submit requests for fund withdrawals in accordance with approved repair claims.
• Provide regular reports, fund balances, and reconciliations to relevant stakeholders.
• Ensure financial activities related to contracts remain compliant with company policies and procedures.

Reporting and Performance Monitoring

• Produce regular reports on contract performance, including CPK analysis, claim patterns, and overall profitability.
• Identify trends or risks that may impact contract performance and provide recommendations where required.
• Support internal reviews, audits, and initiatives aimed at improving contract management processes.

Departmental Support

• Provide administrative and operational support to the Aftersales department when required.
• Assist with ad-hoc tasks or projects relating to maintenance contracts, reporting, and operational improvements.

Minimum Requirements

Education

• Matric (Grade 12) or equivalent qualification.

Experience

• Minimum of 5 years’ experience in a similar contract administration, maintenance contract, or fleet support role.

Other Requirements

• Valid Code 8 driver’s licence.
• Strong written and verbal communication skills in English.

Key Competencies

• Strong analytical and numerical ability.
• High attention to detail and strong administrative accuracy.
• Proactive and solution-oriented approach to problem solving.
• Ability to anticipate operational issues and manage them effectively.
• Strong teamwork and collaboration skills.
• Good organisational and record management abilities