Fleet Specialist

Description
Adhere to operational and administrative policies and procedures in terms of vehicle repairs, vehicle systems, maintenance, accidents, administration, fleet systems and disposal of assets. Includes the diagnosis and repair of vehicle systems and to take responsibility for the operation of the systems both in the control room and on the vehicles in the fleet.

Requirements
Key Performance Areas (KPA's)
Quality control

• Adhere to SOPs regarding security systems and vehicle systems
• Report malfunctions to management immediately
• Perform all system repairs to match installation standards
• Refer malfunctions that are out of your scope to the approved service provider and manage the process within the agreed upon SLA

Preventative maintenance: Systems

• Compile and implement a preventative maintenance program.
• Conduct preventative maintenance on all vehicle equipment in the fleet.
• Report on any system maintenance conducted and the requirements for equipment replacement to the fleet controller.

System repair and technical support: PC & Base station equipment and vehicle systems

• Maintain conformance to the latest software update requirements and provide support to the SBV Service Desk in downloading updates to PC's and vehicles.
• Inspect base station equipment on a weekly basis and corroborate that end users are performing according to the correct procedure and the stability of the equipment.
• Request replacement equipment where faulty equipment is detected.
• Maintain and update a version control log.
• Test and troubleshoot defective electronic equipment and wiring and where possible, repair all vehicle systems according to the agreed upon SLA's.
• Control spare stock and manage the allocation, billing and replenishment of this stock on a weekly basis.
• Adapt existing electronic equipment to specialized needs.
• Create and maintain records of work accomplished

Fault report Management

• Manage the end to end fault reporting through the SBV prescribed platform.
• Report any critical system failure to the Regional Fleet Coordinator and the National Systems Manager.
• Complete the return process and documentation for the return of faulty components in conjunction with the National Systems Manager.
• Follow up on replacement spares.
• Compile a monthly trend analysis of faults in order to identify stability of the system and submit to the National Systems Manager

Logistical support

• Collaborate with the National Systems Manager to co-ordinate the removal of equipment that can be re-used.
• Asset management including disposals and transfers to be done in conjunction with the Fleet Controller.
• Daily system tracking checks to be reported to the National Systems Manager.
• GPSI run files to be maintained and updated regularly.

New development and retrofitting of systems

• Provide input and Support when testing new systems as per the agreed specification through the inspection of functionality and installation quality.
• Schedule and manage the installations of the systems in the field and escalate any discrepancies to the National Systems Manager and the Regional Fleet Coordinator.
• Follow up on re-work until stability is obtained.
• Replace faulty hardware and the re-program software to provide a reliable product/system.

Training

• Provide training to the mechanical/fleet staff regarding first line fault finding and maintenance.
• Provide training to relevant operational staff on the procedure and utilization of systems on board vehicles as well as the control room.
• Assist in the training of new recruits during the CITPO course at the Centre / Region.

Administration

• Performs annual audits of systems at the Centre and submit findings to the National Systems Manager
• Make recommendations in terms of cost savings initiatives with regards to systems
• Arrange for payment of invoices in accordance with company policy

Balances and maximizes utilization of the fleet according to the centres needs

• Track the centre fleet performance and maintenance against set benchmarks and strategies and suggests and motivates new improvements
• Schedule the centre's vehicles for different types of services / repairs as prescribed by the Fleet policy / support office instructions
• Monitor the scheduled maintenance plans for optimal availability of vehicles
• Monitor that daily running and electrical fault repairs are carried out at the centre when necessary and small problems on the vehicles are attended to before it is escalated
• Deal directly with external service providers to assist with repairs according to the agreed upon SLAs and guidelines
• Report on possible vehicle replacements to the Regional Fleet Coordinator in accordance with the replacement plans
• Co-ordinate the repair / replacement of sub-systems with the relevant service providers, SBV System Technician and Regional Fleet Coordinator

Vehicle management and administration

• Plan and execute registration, de-registration, re-registration, renewal of licensing and vehicle Certificate of Fitness (COF) of vehicles in order to comply with legislation and company policy and procedure
• Confirm that suppliers and internal repairs adheres to Repair Authorisation processes with the relevant service provider, and escalate where necessary
• Verify that each vehicle has a vehicle log book as well the relevant accident procedure information
• Communicate to Management and Drivers any changes to company fleet policy, procedures and legislation
• Communicate to Management and Drivers regarding any implementation of new mechanical and electronic innovations
• Identify training gaps within one's area, reporting gaps and making recommendations to the Regional Fleet Coordinator
• Manage the process of maintaining and replacing vehicle parts at centres to maintain a high level of service quality and cost effectiveness, including butnot limited to: lubricant and tyre stock
• Maintain vehicle asset registers and submit changes to Regional Fleet Coordinator
• Calculate and report on each vehicle variable operating cost on daily basis to identify potential causes for high fuel usage
• Plan fuel saving initiatives at your centre in conjunction with the Regional Fleet Coordinator and relevant manager at the centre
• Investigate fuel theft and usage outside of agreed norms and report incidents to management for further action
• Perform spot checks to verify that fault diagnosis is done correctly before repairs are authorised
• Check all supplier and repair invoices to verify that invoices are signed off by management prior to requesting payment

Tyre Management

• Execute random tyre pressure tests during daily vehicle inspections and reiterate the relationship between correct tyre pressure and financial implications
• Adhere to company policies and fleet policy with regards to tyre management
• Investigate and report on any irregularities which involve missing tyre stock
• Plan and execute tyre replacements of all vehicles categories for maximum vehicle availability and less on- the-road repairs
• Monitor credits received for all tyre casings handed over to suppliers and manage tyre scrap by providing an analysis

Driver Management

• Responsible for Monitoring that all drivers are in possession of a valid driver's license with PDP throughout the year
• Compile and distribute reminder letters with regards to renewing drivers licenses that are reaching expiration date
• Verify that all drivers have undergone the applicable drivers training and have been competent prior to a vehicle being allocated to them
• Recommend drivers for retraining after reviewing all information pertaining to driving habits vehicle maintenance and repair cost
• Responsible for the implementation of daily vehicle safety checklists to monitor whether drivers know and understand the importance of vehicle safety checks
• Continually monitors driver results from the tracking and other available system in relation to speed, harsh braking or harsh acceleration, escalate to operations where applicable
• Report driver misdemeanor to Regional Fleet Coordinator for remedial action
• Only allocate vehicles to drivers with valid PDP's and Driver's licenses
• Responsible for redirecting all driver related fines to the appropriate driver and following up on progress
• Brief all drivers and Managers in terms of AARTO and the implications it has on the business

Accidents and breakdowns

• Report or redirect accidents and insurance related queries to the Fleet Insurance Administrator immediately
• Liaise with towing companies, supplier networks and in–house mechanics when there are operational breakdowns

Administer and maintain all relevant reports

• Submit a variations report in respect of vehicle expenditure to Regional Fleet Coordinator and relevant management at the centre on a weekly basis.
• Record all downtime hours per vehicle, the reasons for downtime on the applicable fleet system and report to the Regional Fleet Coordinator and Centre CIT Manager on a monthly basis
• Conduct daily vehicle inspections with the focus on vehicle safety and preventative maintenance and provide a fault-finding status report to the relevant stakeholders
• Reconcile Fuel, Oil and Toll fee reports provided by the service provider on a monthly basis Reconcile Maintenance reports provided by service providers on a monthly basis, and verify that all vehicle maintenance costs have been correctly allocated to each vehicle
• Compile and submit a daily report of vehicle availability status to Regional Fleet Coordinator and relevant management at the centre
• Subscribe and align to SBV Services' ISO 9001:2015 Quality Management Standards, ensuring the department's processes and quality management system is at all times in compliance with the standard.
• Support SBVs ESG journey, reporting on and managing the ESG requirements to ensure a positive reflection and outcome.

Drive the organization culture

• Drive the department's values while inspiring confidence and generating excitement, enthusiasm and commitment towards the mission.

Lead as an Ambassador and executor of Change

• Act as a change management architect in periods of change to ensure business continuity.
• Manage the integration of business units into a seamless end to end solution for customers.
• Effectively communicate and embed new processes and procedures as they occur, addressing or escalating matters/ concerns to the SME's (subject matter experts) when required.
• Facilitate the necessary presentations, workshops, or forums to ensure consistent and accurate communication is given across one's portfolio.

Minimum Requirements: Work Experience

• 2-years' experience with 1-year systems management experience in a fleet / logistics environment

Minimum Requirements: Education

• Grade 12
• Exceptional technical and computer skills
• Code 10 Drivers License and PDP

Behavioral Competencies Required

• Analytical- and Critical Thinking Ability: Ability to gather sufficient data to understand a problem, to look at a situation from different perspectives, to be able to break a problem into smaller components, and to look for underlying causes or thinks through the consequences of different courses of action
• Verbal-, Non-verbal and Written Communication Skills: Ability to effectively interact with individual/ group, using appropriate verbal-, non-verbal- or written communication on the required level, and sending out/ receiving a clear message in the intended way
• Logical Thinking and Judgment Ability: Use of discretion and logical reasoning in a clear and consistent manner whilst considering/evaluating of information/circumstantial evidence in order to draw sound conclusions, form an opinion and make a good decision
• Performing Operational Administration: Demonstrates moderate business writing, administrative and computer skills, to draft reports, statistics, and correspondence, handle time and wage information, and to ensure accurate record keeping in accordance with relevant company procedures
• Relationship- and Alliance Building Skills/ Social Intelligence: Ability to skilfully use interpersonal- and networking skills in order to develop a sound relationship/alliance and cooperate with key stakeholders inside/ outside the organisation and maintain such a relationship over time towards the achievement of objectives. Navigating complex social and political situations effectively
• Corporate Governance: Ability to correctly apply internal control measures and framework of processes/policies and legislation in a transparent way in order to responsibly govern the organisation and ensure good accountability towards Management, Customers, Shareholders, Government and the Community
• Systems Thinking Ability: Ability to make reliable inferences of behaviour by taking a holistic view of complex situations, seemingly caused by a combination of isolated and usually unpredictable forces, and to be able to understand and link the interconnectedness of the parts to the system

Work Level

Skilled

Job Type

Permanent

Salary

Market Related

EE Position

No

Location

Nelspruit