Fleet & Purchasing Coordinator

Fleet Administration • Administering the vehicle fleet for the Company. Liaising between company managers and Lease companies to ensure the efficient operations of the vehicle fleet, alterations of vehicle lease terms.
• Ensure replacement vehicles are in accordance with current company vehicle policy and are delivered on time and within budget
• Notify BSNZ staff when vehicles are due for renewal, including when and where vehicles are to be returned and collected.
• Prepare vehicle analysis reports each month with analysis and explanation of any vehicle related variances to budget.
• Review excess km reports from lease companies on a rolling 6 monthly basis and recommended any changes
• Order BP Fuel Cards for new vehicles; maintain BP Online database and forward monthly reports to Finance Manager. Assist stores with RUC enquiries
• Liaise with marketing in regard to sign writing requirements for new vehicles
• Manage the capex and build of fleet truck decks and manage the end of lease process to remove/refurbish/relocate the decks as required
• Notify BFNZ staff of all speed camera and parking infringements incurred via memo and ensuring payments are sent before due dates.
• Update and maintain BSNZ Vehicle Database on a regular basis. National Support Office Administration • Administer National Support Office procurement related contracts such as the supply of all consumables, ensuring any maintenance issues are attending to quickly and coordinating various other office related admin activities with HR & PA's.
• Coding all National Support Office administration related invoices.
• Administer archiving procedures within NSO, and assist staff with archiving queries, etc.
• Manage the day-to-day activities of reception, assuming a supplier relationship role with contractor and appropriate staff. Ensure the reception activities are in accordance with best practice in customer service. Insurance Claims • Administer and lodge vehicle insurance claims. Liaising with the company's insurance brokers and lead insurers to ensure any insurance claims are settled quickly and efficiently.
• Administer and lodge public liability claims and any material damage claims and forward correspondence to Insurance brokers.
• Analyse monthly report received from insurance brokers, supply information where required and arrange excess payments when necessary.
• Prepare monthly insurance report and supply of information as required to risk committee Purchasing Duties
(Stationery; NSO Property needs; Vehicles) • Ensure that all goods and services are obtained in accordance with specified requirements to meet quantity, quality, deliver date and best price.
• Prepare reports as required and agreed on the purchasing function.
• Assist with procurement projects as required.
• Prepare and organize any stationery order requirements, including reprints of Bridgestone business cards and standard forms, ensuring stocks are kept in good supply. Finance and Budgeting • Process all lease control account journals each month and query any outstanding amounts with lease companies. Process Fuel and LTSA journals at end of month also. Reconcile the above accounts each month.
• Assist accountant with budget variances on vehicle accounts each month and provide details of any additional charges.
• Assist budgeting team every six months with forecasting lease rates and charges.
• Administer and report on all capex related vehicle expenditure for all fleet truck deck builds