Fleet Supervisor

Racing Distribution has an exciting opportunity for a Fleet Supervisor to be based in Greyville, Durban. The Fleet Supervisor will be responsible for effectively and efficiently monitoring of fleet movement via engaged tracking systems. Ensure that there is compliance with all policies and procedures and strict adherence to internal controls. Ensure daily, weekly and monthly reporting is submitted accurately and timeously and contains appropriate content to enable effective decision making. Ensure maintenance and upkeep of the company's fleet of vehicles using the most cost-efficient maintenance processes. Assisting with regular vehicle inspections ensuring all vehicles are serviced on time and tracking systems are installed prior to company use. Complete all ad-hoc tasks as requested by Management from time to time. Provide a support role to the Fleet Manager.

Minimum Requirements

• A minimum of 3-years of experience in fleet management
• Geographical knowledge
• Valid driver's license
• Willingness to travel extensively
• Understanding of motor vehicles

Responsibilities

• Preparation of daily, weekly, monthly reports on AODs/age analysis, fines, number of accidents, major repairs and value, fleet ageing, repair and maintenance costs, fuel and tolls and tyre costs (incl. rotation of tyres), bad driving, FAR vs C-Track asset recon, N1Plus reports, Non-courier (lending and Transport), weekend mileage and after hours usage reports – most of which will be derivatives of the C-Track, Netstar, FNB Fleet card and Fleet Management reports
• Ensure most efficient maintenance and planning solutions to minimize the company's internal cost and company downtime.
• Effective management of the fleet using quality control checks, aging/asset cycles, running cost, tracking/ usage reports, vehicle appearance, vehicle optimization, driver scores etc.
• Monitoring of supplier pricing (3 quotes, update regularly), back up suppliers, preferred suppliers, template maintenance. Annual tenders to be conducted for preferred suppliers
• Negotiation of favorable supplier terms and pricing - (payment, rebates, settlement discount, volume discounts
• Locate and build working relationships with new and existing suppliers. Negotiation of favorable supplier terms and pricing - (payment, rebates, settlement discount, volume discounts)
• Obtain a minimum of 3 x quotations for panel beating, repairs, services, parts
• Do not accept faulty/poor workmanship from any suppliers
• Forecasting/planning according to customer demands/events
• Licensing of motor vehicles must be up to date. Arrange for registering & licensing for all new vehicles
• Arrange services timeously of motor vehicles and ensure all repairs are carried out correctly
• Ensuring the correct approval process is followed prior to the vehicles being repaired and thereafter ensuring payment for all suppliers with the Creditors Department
• Be on standby should there be problems with a vehicle after hours
• Ensure the Fleet Manager is informed of all activities relating to the fleet
• lEnsure correct accident procedures are followed as per management instruction and all documentation is filed correctly for future reference including preparation and submission of insurance documentation
• Ensure that all vehicles are in a roadworthy condition
• Check if vehicles are being used for private use
• Ensuring that all team members are following the correct fleet procedures at all times by doing random checks and investigating any issues that may arise
• Ability to conduct minor services, repairs and maintenance on vehicles as required
• Ensure that insurance assessments, panel beater assessments, mechanic assessments are fair to the company
• Arrange and conduct driving assessments for all new/existing team members who are authorized to drive a company vehicle
• Ensure that the vehicles are clean at all times, and that there is no damage to the wrapping or vehicle. All damages to be reported to the Fleet Manager
• Diligently complete routine vehicle inspections on OPUS and report all findings to the Fleet Manager
• Follow up with RM's/business unit Managers and keep track of vehicle inspections and ensure the Fleet Manager is kept updated
• Ensure roadworthiness tests are completed annually for licensing and at the time of service
• Ensure tires are rotated at service intervals
• Must be willing to travel extensively if and when required
• Any ad-hoc functions as required by management

People

• Performance must be tracked by yourself and the onus is place on you to set-up performance review meetings with the Fleet Manager

Compliance, risk and quality

• Maintenance of "Report bad driving" hotline and implementation of necessary corrective action
• Maintaining and enforcing company policies and procedures specific to fleet.
• 100% compliance with health and safety regulations
• Compliance with relevant laws and regulations relating to the fleet
• Ensure logical saving of all work, templates, etc. monthly and yearly such that each year's financial records can stand on their own when inquiries/ investigations/audits take place
• Produce high quality, neat, logical, succinct, easy to follow, easy to understand, formula linked. work/templates/workbooks/financial models - of which is substantiated by facts with no numbers in the formulas
• Ensure the above (final version) and other documents are chronologically saved/backed up
• Retain and file a routine check reports and roadworthiness test reports and proof of regular servicing
• Assist with projects as directed from time to time
• Ensure measures are put in place and steps are taken to achieve the short term, medium term and long-term goals of the company

Skills and competency

• Good communication and interpersonal skills
• Excellent customer service skills
• Strong attention to detail
• Portray and maintain professionalism at all times, whilst showing initiative and being pro-active
• Excellent problem solving and time management skills
• Must have a strong sense of accountability
• Good report writing skills. (Verbal and written)