Administrative Assistant – Fleet (Contract)
Company: Pedros
Location: Pinetown, KwaZulu-Natal
Department: Fleet | Commercial | Head Office
Industry: Restaurants
Experience Level: Entry Level
Overview
Pedros is seeking a detail-oriented and highly organised Administrative Assistant to support the Fleet Department within the company’s commercial operations. This role is essential to ensuring that administrative, financial, and communication processes are executed efficiently across all national Distribution Centres (DCs). The successful candidate will play a key part in maintaining accuracy in documentation, supporting internal teams, coordinating with service providers, and ensuring compliance with company procedures. As part of a dynamic and fast-paced environment, you will be responsible for managing multiple administrative tasks, keeping detailed records, and assisting with the continuous improvement of fleet-related workflows.
This position is well-suited for an individual who is eager to build experience in administration, logistics coordination, and financial documentation management. It offers the opportunity to work closely with various internal stakeholders while supporting the smooth operation of the Fleet Department.
Key Responsibilities
Financial & Documentation Administration
A significant portion of this role involves managing financial documentation and maintaining accuracy across all supplier and service-provider interactions. The Administrative Assistant is responsible for collecting invoices, statements, and related documents from national DC service providers in a timely manner. This requires proactive follow-up and careful tracking to ensure that all paperwork is received before internal deadlines.
The position also involves verifying billing details to ensure that quotes and invoices match expected charges before they are processed or submitted. Attention to detail is crucial, as this step helps prevent discrepancies that could delay payments or disrupt accounting processes. The Administrative Assistant will prepare and complete account reconciliation documents for all DC suppliers, ensuring that supplier accounts balance correctly each month. These reconciliations must be compiled and submitted to the Fleet Admin Manager by the 5th of every month.
Requisition & Workflow Management
The Administrative Assistant will oversee the progress of all open requisitions submitted by Distribution Centres. These requisitions are typically received via email and must be monitored to ensure that each item moves through the necessary workflow steps. This includes confirming that requisitions are properly closed off and submitted on Smartsheet within agreed timelines.
To support this process, the role also involves maintaining an internal requisition log. This log allows the Fleet Department to track outstanding items, completion progress, and any issues requiring follow-up. By ensuring accurate and up-to-date tracking, the Administrative Assistant helps maintain workflow efficiency and supports internal teams in meeting deadlines.
Administrative Support
The role includes a variety of general administrative responsibilities that contribute to the smooth functioning of the Fleet Department. These duties include document management, filing, data capturing, and professional correspondence with internal teams and external service providers.
Accurate record-keeping is a key expectation. The Administrative Assistant must maintain organised files related to suppliers, service providers, and fleet operations. When internal audits take place, this individual will assist by ensuring that all documentation is complete, accessible, and compliant with company and audit standards. Strong organisation and document control skills will be essential in fulfilling these expectations.
Communication & Coordination
Effective communication is central to this position. The Administrative Assistant will liaise regularly with DC teams and external service providers to follow up on outstanding documents, address billing discrepancies, and respond to general queries. Clear and timely communication helps maintain strong working relationships and ensures that operational processes remain on track.
The role also includes supporting the Fleet Admin Manager with monthly reporting, data summaries, and other administrative tasks as required. This support contributes to departmental efficiency and ensures that leadership has access to accurate and updated information when making operational decisions.
Ideal Candidate Profile
The ideal candidate for this position is someone who values accuracy, organisation, and professional communication. You should be comfortable handling multiple tasks at once, working with financial documents, and following structured administrative processes. While this is an entry-level role, it offers valuable exposure to fleet operations, supplier management, financial administration, and cross-departmental coordination.