1.Main Job Purpose
The Assets and Fleet Officer is responsible for the effective coordination, control, safeguarding, and utilisation of organisational assets and fleet vehicles. The role ensures accurate asset records, compliant fleet operations, cost control, preventative maintenance, and efficient logistical support to projects and operational teams while ensuring adherence to organisational policies, safety standards, and regulatory requirements.
2. Key Performance Areas
| Key Performance Areas |
Tasks and Activities |
| Asset Management |
- Develop, maintain, and regularly update comprehensive asset registers for all organisational assets, equipment, and tools
- Conduct regular physical asset verifications, inspections, and reconciliations
- Ensure proper tagging, identification, and secure storage of assets
- Track lifecycle, condition, depreciation, and disposal of assets in line with policy
- Manage issuance, return, and transfer of assets with appropriate documentation
- Investigate and report on lost, damaged, or stolen assets
- Support audits by providing accurate asset records and reports
- Implement and monitor asset control procedures to minimise loss and misuse
|
| Fleet and Vehicle Management
|
- Manage the daily operation of the organisation’s fleet of vehicles
- Maintain a vehicle register including licensing, service schedules, mileage, fuel usage, and insurance
- Ensure daily, weekly, and monthly vehicle inspection checklists are completed and filed
- Coordinate vehicle allocation and usage in line with operational needs
- Monitor compliance with road traffic laws, organisational vehicle policies, and safety procedures
- Ensure vehicles are serviced, repaired, licensed, and roadworthy
- Ensure vehicles are equipped with required safety equipment, logbooks, and accessories
- Manage fuel cards, fuel reconciliation, and cost monitoring
- Prepare and submit regular fleet performance and compliance reports
|
| Facilities, Equipment, and Logistics Support |
- Coordinate minor facility-related requirements linked to assets and fleet (parking, storage, access control)
- Support logistics for projects requiring vehicles, equipment, and supplies
- Ensure adequate availability and distribution of equipment and supplies at all operational sites
- Liaise with site coordinators and managers regarding asset and fleet needs
|
| Procurement and Cost Control
|
- Assist with sourcing quotations and procurement of assets, spare parts, and fleet-related services
- Verify deliveries against orders and ensure quality and quantity compliance
- Monitor expenditure related to assets and fleet operations
- Support cost-reduction and efficiency initiatives
- Ensure compliance with procurement and financial controls
|
| Administration, Reporting, and Compliance
|
- Maintain accurate filing systems (manual and electronic) for asset and fleet documentation
- Ensure timely submission of invoices, reconciliations, and supporting documents to Finance
- Compile weekly, monthly, and quarterly asset and fleet reports
- Monitor compliance with Occupational Health and Safety (OHS), environmental, and organisational policies
- Support internal and external audits
- Ensure confidentiality and proper record management
|
3. Qualifications and Exeprience
- Grade 12
- Diploma or Bachelor’s degree in Logistics, Transport Management, Facilities Management, Business Administration, or related field (advantageous)
- Minimum 2–5 years’ experience in asset management, fleet management, logistics, or operations
- Experience in project-based or multi-site environments will be advantageous
- Valid driver’s licence (essential)
- Knowledge of vehicle management, asset control systems, and procurement processes
