Job Description

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Administration Officer (Fleet)

Advertiser: Puma Energy2.8 out of 52.8 overall rating (78 employee reviews) More jobs from this company

Job Information

Job Listing Date
3 Oct 2019
Location
Darwin
Work Type
Full Time
Classification
Administration & Office Support, Administrative Assistants

Administration Officer (Fleet)

We are Puma Energy International. We are a rapidly expanding, midstream and downstream oil company operating in over 49 countries across 5 continents. Headquartered in Geneva (Switzerland) with regional offices in Johannesburg (South Africa), San Juan (Puerto Rico) and Singapore, we are a responsible supplier and storage facilitator of high-quality petroleum products. Puma Energy is a subsidiary of the Trafigura Group - one of the world's largest independent commodity traders.

  • Career opportunity with a Global Organization
  • Integral role in the National Transport Head Office
  • Excellent Support from Management

We are seeking a highly motivated Administration Officer (Fleet) to join our team in Darwin office. Provide administrative support to the Fleet Maintenance team. Work with the Logistics Administration and Operational Teams. Manage all aspects of Fleet Maintenance Administration tasks for the business and complete any other tasks as required.  

Responsibilities include, but are not limited to:

  • File Service & Repair Sheets (RT) and Manual Purchase Orders (MPO's) < $1,000 upon receipt from Workshop Supervisors / Managers, Logistics Supervisors / Managers, ready for matching when vendor invoices are received via email or post
  • Follow up service or repair invoice queries as directed by the Fleet Manager
  • Process insurance claims in conjunction with accounts department
  • Check status of jobs using Citrix CMS (Freight 2020) - the existing Fleet Maintenance Database. Print Service & Repair sheets (RT's) where required for matching
  • Monitor, update and rectify any incorrect entries identified
  • Follow up on warranty issues in conjunction with Fleet Manager and Workshop Supervisors
  • Manage the up-keeping of CMS Maintenance system
  • Ensure correct mapping of assets (trucks, trailers, dollies, light motor vehicles, EDL equipment) against details of charges to vendor invoices ensuring costs are allocated to the correct assets based on Fleet records
  • General daily tasks also include: Filing, Printing, Enquiry assistance etc. These tasks are completed as part of day-to-day activities or in-between the above which allows catch up on essential; but not immediate tasks such as filing
  • Assist Workshop Managers with notification reports follow up / investigations as required

Knowledge Skills and Abilities:

  • At least 3 years' administration experience
  • Proven ability to produce 'high end' reporting to Management
  • High level of accuracy and attention to detail.
  • Ability to meet deadlines and manage multiple tasks
  • Very good problem solving skills: ability to anticipate issues and raise them with Managers them before they escalate
  • Ability to build and maintain strong relationships with key stakeholders

 

You must be legally entitled to work in Australia to accept this position and will be required to show proof of employability with a copy of your Australian visa advising of visa details and entitlements or Australian birth certificate. An Australian visa check will be completed on all successful candidates.

Life at Puma Energy: Always rewarding, frequently demanding but rarely dull



Please submit your resume via the Careers Page, at
www.pumaenergy.com
pumaenergy.com

We are Puma Energy International. We are a rapidly expanding, midstream and downstream oil company operating in over 49 countries across 5 continents. Headquartered in Geneva (Switzerland) with regional offices in Johannesburg (South Africa), San Juan (Puerto Rico) and Singapore, we are a responsible supplier and storage facilitator of high-quality petroleum products. Puma Energy is a subsidiary of the Trafigura Group - one of the world's largest independent commodity traders.

  • Career opportunity with a Global Organization
  • Integral role in the National Transport Head Office
  • Excellent Support from Management

We are seeking a highly motivated Administration Officer (Fleet) to join our team in Darwin office. Provide administrative support to the Fleet Maintenance team. Work with the Logistics Administration and Operational Teams. Manage all aspects of Fleet Maintenance Administration tasks for the business and complete any other tasks as required.  

Responsibilities include, but are not limited to:

  • File Service & Repair Sheets (RT) and Manual Purchase Orders (MPO's) < $1,000 upon receipt from Workshop Supervisors / Managers, Logistics Supervisors / Managers, ready for matching when vendor invoices are received via email or post
  • Follow up service or repair invoice queries as directed by the Fleet Manager
  • Process insurance claims in conjunction with accounts department
  • Check status of jobs using Citrix CMS (Freight 2020) - the existing Fleet Maintenance Database. Print Service & Repair sheets (RT's) where required for matching
  • Monitor, update and rectify any incorrect entries identified
  • Follow up on warranty issues in conjunction with Fleet Manager and Workshop Supervisors
  • Manage the up-keeping of CMS Maintenance system
  • Ensure correct mapping of assets (trucks, trailers, dollies, light motor vehicles, EDL equipment) against details of charges to vendor invoices ensuring costs are allocated to the correct assets based on Fleet records
  • General daily tasks also include: Filing, Printing, Enquiry assistance etc. These tasks are completed as part of day-to-day activities or in-between the above which allows catch up on essential; but not immediate tasks such as filing
  • Assist Workshop Managers with notification reports follow up / investigations as required

Knowledge Skills and Abilities:

  • At least 3 years' administration experience
  • Proven ability to produce 'high end' reporting to Management
  • High level of accuracy and attention to detail.
  • Ability to meet deadlines and manage multiple tasks
  • Very good problem solving skills: ability to anticipate issues and raise them with Managers them before they escalate
  • Ability to build and maintain strong relationships with key stakeholders

 

You must be legally entitled to work in Australia to accept this position and will be required to show proof of employability with a copy of your Australian visa advising of visa details and entitlements or Australian birth certificate. An Australian visa check will be completed on all successful candidates.

Life at Puma Energy: Always rewarding, frequently demanding but rarely dull

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