Fleet & Equipment Administrator

Responsibilities

• Fleet Management
• Coordinate and schedule preventive maintenance and servicing for all company vehicles.
• Arrange and monitor vehicle repairs with external workshops and service providers.
• Maintain accurate records of vehicle servicing, repairs, inspections, road tax, insurance, and maintenance history.
• Track vehicle downtime and ensure timely completion of repairs.
• Conduct regular vehicle inspections and identify maintenance requirements.
• Liaise with drivers and operations personnel to address vehicle-related issues.
• Landscape Tools & Equipment Inventory
• Maintain an up-to-date inventory of landscape tools, machinery, and equipment.
• Issue and receive tools for daily operations while maintaining proper records.
• Monitor stock levels and coordinate the procurement of replacement tools and equipment.
• Perform periodic stock takes and reconcile inventory discrepancies.
• Ensure all tools are properly stored, maintained, and kept in good working condition.
• Report damaged or missing tools and recommend replacement where necessary.
• Nursery Equipment & Wood Chipper Management
• Oversee the maintenance and servicing schedule of nursery equipment, including wood chippers.
• Coordinate repairs and replacement of defective machinery.
• Ensure equipment complies with safety requirements before deployment.
• Maintain maintenance logs and service records for all nursery machinery.
• Coordinate with operators to identify operational issues and arrange corrective actions promptly.
• Administration
• Maintain comprehensive maintenance and inventory records.
• Prepare monthly reports on fleet servicing, equipment status, repair costs, and inventory levels.
• Monitor maintenance budgets and repair expenditures.
• Process service quotations, purchase requests, work orders, and invoices.
• Coordinate with suppliers, contractors, and workshops to ensure timely delivery of services.
• Safety & Compliance
• Ensure all vehicles and equipment comply with company policies and statutory regulations.
• Promote proper handling, storage, and maintenance of tools and machinery.
• Support workplace safety initiatives and ensure equipment is serviced according to manufacturer recommendations.

Requirements

• Diploma or equivalent qualification in Mechanical Engineering, Automotive Technology, Logistics, or a related field.
• Minimum 2 years of experience in fleet, workshop, equipment, or inventory management.
• Knowledge of vehicle servicing, maintenance procedures, and workshop operations.
• Experience managing inventory and asset records.
• Proficient in Microsoft Office, particularly Excel.
• Strong organizational, communication, and coordination skills.
• Ability to work independently and manage multiple priorities.
• Experience in the landscaping, construction, or facilities management industry is an advantage.
• Preferred Skills
• Knowledge of heavy vehicles and commercial fleet maintenance.
• Familiarity with wood chippers, landscape machinery, and power tools.
• Experience using inventory or asset management systems.
• Strong problem-solving and vendor management skills.

Additional Information

The Fleet & Equipment Administrator is responsible for overseeing the maintenance, servicing, and repair of company vehicles, managing the inventory of landscape tools and equipment, and ensuring the operational readiness of nursery machinery, including wood chippers. The role ensures all assets are well maintained, safe, and available to support daily operations.

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