Fleet Controller

5 months ago

Centurion, South Africa Stowe Holdings (PTY) LTD Full time

**JOB DESCRIPTION**

The Fleet Controller supports effective fleet management, ensuring adherence to company policies and procedures. They provide guidance to subordinates, supervise their work, and address any issues that arise. This role involves administrating national fleet maintenance and completing administrative tasks. The Fleet Controller facilitates communication channels, implements corrective measures in the direction of the fleet supervisor, and assesses customer service standards. They also contribute to vehicle roadworthiness, administrate telematics systems, and assist with insurance claims. Focused on continual enhancement, this role contributes significantly to operational efficiency and improving fleet performance.

**KEY RESPONSIBILITIES**

**NATIONAL FLEET MAINTENANCE AND REPAIRS 20%)**
- Oversee the booking of vehicles requiring repairs and services.
- Set up Webfleet notifications as reminders for loading service reminders, license renewals, and new vehicle details.
- Ensure the vehicle inspection is carried out with every swop out.
- Check management weekly or bi-weekly to attend to all defaults accordingly and timeously.
- Always keep vehicles roadworthy.
- View the online Inspection summary and list all faults on a spreadsheet, resolving them through the Fleet Manager's process.
- Nationally control the fleet across KZN, GAU, CPT, EC, NAM, and Bloemfontein.
- Ensure visibility that vehicles are fit for their purpose and the upcoming trip, including checking tyres, vehicle cleanliness, absence of windscreen cracks, and functional lights.
- Communicate service requests in advance for FS TL’s and Supervisors to plan accordingly.
- Use WhatsApp as the primary form of communication.
- Send notifications to drivers for Fleet reminders.

**WESBANK, EQSTRA AND AVIS DUTIES (20%)**
- Capturing, distributing, and acknowledging by techs the HR salary deduction as a Fine.
- Sending mails to the driver acknowledging his acceptance of the fine, confirmed as the designated driver by the Fleet Supervisor.
- Terminating Ops - Cancelling Etoll, insurance, Signage, eFuel, and Pan Numbers to Finance.
- Handling Ops for New Vehicles - Requesting new Etoll, PAN numbers, eFuel, First Aid + Fire Extinguisher, signage, and insurance.

**WEBFLEET TELEMATICS (20%)**

Embrace overseeing the assigning of drivers timeously through Telematics.

Monitor the fleet daily.

Administer WhatsApp fleet groups.

Stay contactable telephonically during and after hours.

Update ODO readings every forth night for SA and weekly for NAM, ensuring accuracy by requesting on the group.

Load new driver details and issue Driver logins and passwords.

Provide Fleet Analysis and Optidrive reports for Webfleet weekly to all TLs and Supervisors for completion.

Extract logbooks on the 5th of every month, vetted upon sending by the Fleet Supervisor.

Set all notification reminders for services every 15,000km and licence reminders.

Load points of interest (POI) daily by requesting on the group upon viewing unknown locations.

**ADMINISTRATIVE DUTIES (20%)**
- Send monthly claim reports to our HSSE department.
- Compile incident reports and supporting evidence packs for rebills.
- Vet monthly utilization reports before sending to HSSE on the 1st, conducted by the Fleet Supervisor.
- Ensure all new employees sign Vehicle Policies and receive the fleet starter pack.
- Conduct a 30-minute Fleet training on Webfleet and driver logbooks for all new designated employees.
- Manage fuel balances for SA and NAM in conjunction with the Fleet Supervisor.
- Monitor fuel balances daily.
- Keep track of fuel approvals for non-eFuel service stations.
- Perform manual top-ups at eFuel sites.
- Handle Driver Licences and Driver Tests.

**INSURANCE CLAIMS (10%)**

Ascertain the type of claim:

- Glass Claim
- Theft or loss of accessories
- Motor Accident Claim
- Log all accident case numbers within a 24-hour timeframe.
- Report all accidents on the emergency WhatsApp group and handle them as per the process.

**COMPENTANCIES / SKILLS REQUIRED**
- Attention to detail.
- Customer orientation
- Prioritizing and multitasking
- Initiatives and Self-motivation
- Interpersonal relationships
- Professionalism
- Good written and verbal Communication skills
- Good time-management
- Technical skills

**MINIMUM REQUIREMENTS**
- Diploma/Degree in Logistics, Transport Management, or a related field.
- Minimum of 2 years of experience in fleet control or a related field.
- A valid driver's license.
- Proficiency in compiling and conceptualizing reports related to fleet operations.
- Experience with telematics systems for tracking and managing vehicle data.
- Proficiency in MS Office, with intermediate to advanced skills in Excel.
- Possession of a valid South African ID.

**Job Type**: Permanent

**Salary**: R10,000.00 - R14,000.00 per month

**Experience**:

- Administrative office procedures, practices and equipment: 1 year (preferred)

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