Charters Fleet Controller Cape Town

Intercape; Cape Town; On-site; ZAR 20 000 - 40 000; Full time

Job summary

An established industry player is seeking a Charter Fleet Controller to enhance their Charter Operations. This role demands a proactive individual with 3-5 years of operational experience, adept at managing fleet logistics and ensuring high-quality service delivery. The successful candidate will oversee staff performance, maintain compliance with operational policies, and ensure the efficient running of fleet operations. Join a dynamic team that values collaboration and excellence, and make a significant impact on the organization's success.

Qualifications

• 3-5 years of operational experience in a fleet management environment.
• Proficient knowledge of company operations and logistics.

Responsibilities

• Supervise staff performance and ensure compliance with policies.
• Monitor fleet operations and maintain service levels.

Skills

Operational Management

Customer Service

Fleet Management

Leadership

Logistics

Microsoft Office

Education

Grade 12

Valid Code 14 Drivers License

PrDP (advantage)

Tools

AS400

Transportation Management Systems

Microsoft Outlook

Job description

Introduction

InterCape is looking to appoint a Charter Fleet Controller as part of their Charter Operations.

The ideal candidate will have experience from an operational environment and come from the Charter Industry.

Duties & Responsibilities

Staff performance supervised

• Effort is made to establish productive working relationships / mutual respect.
• Work related matters are readily discussed.
• Policies and procedures
• Neatness / tidiness of personnel
• Noncompliance of policy and procedures are dealt with immediately.
• Staff are informed of changes to policy and procedures.
• Advice is offered in a helpful manner.
• Commitments to others are met (Feedback).
• Concerns over the quality of work is directly raised and discussed with people concerned.
• Performance Assessments In accordance with Disciplinary Actions.
• Immediate manager is kept informed about activities, progress, results, and achievements.
• Potential and actual conflicts are identified and actions promptly taken.
• Confidentiality is maintained.
• Disciplinary and grievance procedures are carried out with minimum delay.

Trip Requirements

• Ensure that the Drivers have the following accessories when leaving on a trip :
• License and PDP expiry date
• Cell phone
• Hands free kit
• SAT Track ID key (Tag)
• Torch
• Cross Border money (if required)
• Passport
• Coach Blue Bag containing
• Coach fault book
• LG number issued by Ops Assistant.
• Up and Down list
• Valid route permit (Insurance etc for cross border busses)
• Charging cable
• Tablet
• Luggage stubs
• 2 x sets of IOD documentation
• Luggage control sheet

Neatness of Prodrivers departing / arriving

• Hair short and neat
• Uniform (Clean shirt and black pants)
• Tie and Epilates.
• Shoes clean and polished
• Black lace up shoes
• Only one ring allowed.
• No bracelets
• No chains
• Only black blazer
• Use only black belt.
• Navy / Black socks
• Beard / mustache neat
• Freshly showered and shaved.
• Only Intercape cap / black cap / navy cap
• No visible tattoos
• No studs / earrings
• Nails short and clean
• No visible tshirt under Intercape shirt (Plain white Tshirt / Vest allowed)

Fleet operations are maintained

• The staff is utilized optimally.
• That the productivity is maintained of individual coaches and the fleet maintaining of coach operations according to planned schedules, operations policy, procedures, and revenue management (The performance of scheduled and unscheduled COFs).
• Dealing with daily break / road fitness test.
• Assuring that staff work and service levels meet organizational standards, legal requirements, and customer expectations.
• The maintaining of company standards i.e. cleanliness of coaches, service schedules, fuel consumption, aesthetics of all vehicles.
• All CORE / AFRICA / CHARTERS coaches that turn in a Depot must be monitored by Fleet Controller on duty.
• Ensure that coaches leave on time.
• Department Head to be informed of all issues and problems encountered asap.
• The reduction in complaints on a continuous basis.
• Handling of accident investigations.
• Continuous risk management evaluation.

Daily Briefing and Debriefing

Ensure that the following aspects are checked (PreTrip Inspection) and completed by Drivers when coaches arrive from trips and depart on trips :

• Completed pretrip inspection.
• Completed Africa Fines Checklist (for Africa buses only)
• Coach registration no. indicated.
• License and Drivers card valid and displayed.
• KM reading at departure from Depot.
• KM reading on arrival in Depot.
• Trailer registration no. indicated.
• Particulars of drivers
• Date of Departure
• Date of Arrival
• Under hood (engine of coaches)
• Wheels and Tyres (incl spare wheel)
• Interior (inside) of coach
• Condition and Operation of front lights
• Condition and Operation of rear lights
• Exterior of coach
• Trailer and all relevant accessories
• Contents of blue bag
• Tools and spares
• Post and other trommels
• Additional Equipment and documents :
• Permits valid.
• Cross Border
• Insurance
• Toilet and accessories
• Very important items, special check
• Blue toilet chemical sachets
• Unaccompanied minor tag
• Destination board (for coaches not fitted with an electronic Destination Board)

Ops Room Administration

• Filing / save keeping of Briefing / Debriefing forms.
• Ensure that briefing forms are forwarded to receiving Depot.
• Ensure that permits, insurance, etc., of coaches are valid and available in blue bags.
• NRV request forms received.
• NRV pre / post checklists completed and filed.
• Accident reports completed and attached to cnumber and filed.
• IOD forms completed and sent to IOD email address and filed.

Fleet operations monitored and controlled

• Establish the status of daily coach plan.
• Amend the plan if appropriate and inform necessary parties.
• Develop contingency plans to cater for unplanned events.
• Collect and analyze information relating to coach movement.
• Prepare and issue required authorities and instructions for Pro Drivers and support staff.
• Direct coach movements to ensure optimum running (Discuss loadplan).
• Monitor coach running and adjust movements to minimize delays.
• Maintain communications with internal and external customers, Ops Rooms.
• Update information management system
• Log coaches late
• Coordinate resource movements
• Tracking system
• Drive Cam
• Complete documentation required for the shift and for unplanned events.
• Proper handover to be done when changing shifts.

SOPS

• Log buses late departures
• Sops System and Departure board
• 24-hour coach and breakdown report
• From Oracle
• Depots to give support.
• Breakdowns en route
• Repair coaches
• Close / open of coaches in coordination with the Fleet scheduling team.
• Cross Border
• Ensure validity of permit.
• Public Road Permits
• Ensure validity of permit.
• Insurances renewable yearly
• Ensure validity of insurances.

Breakdown and Technical Support provided

• Technical advice is communicated in a professional manner.
• Technical Information is accurate
• Identifying technical error and confirm with Technical Department.
• Identifying feasible operational solution to ensure smooth running of departure / arrival points.
• Pro Drivers are guided to solve technical problems ie :
• Check ID key
• Correct starting of coaches.
• Workshop / Ops room staff are informed of breakdown status immediately.
• Breakdown information and downtime is accurately reported.
• Logging late report.
• Communications and support are maintained with Pro Drivers and passengers until the coach departs.
• Constant communication between Operations and Offices are maintained to ensure accurate information is relayed to customers during breakdown.
• Accidents to be logged on system.
• All reports regarding captured accidents MUST be completed by responsible person who captured accident on system.

Customer service is provided

• Deal with customer inquiries courteously and efficiently (Appraisals / Complaints)
• Log on CCC System
• Fleet Controller responsible for logging complaints must resolve / finalize the complaint within 14 days.
• Questions are used to clarify the customers needs or concerns.
• Assistance from other staff is sought when a customer inquiry cannot be fully answered.
• Knowledge of services and / or operations is used to respond to customers needs.
• Customer inquiries and associated action are recorded and reported (CCC System).
• Special needs are addressed.
• Provide feedback to managers and internal and external customers.
• Handling of accidents
• Accidents / Incidents Reports to be completed thoroughly, add photos, witness reports, and forward to Technical Dept for quotes if necessary, finalize and forward to Claims Dept.

Nonrevenue vehicles / airport transfers and transfers

• Ensure to accept outlook airport transfers.
• Ensure when reporting for duty to view all outlook calendars.
• Communicate responsible drivers contact details to staff member doing the Airport transfer.
• Nonrevenue vehicles checklist for tools i.e. Jack / wheel spanner / spare wheel / triangle with kilometres to be verified daily and sent through to Ops manager.
• Ensure that all Nonrevenue vehicle utilization is logged on sheet provided in opsroom and signed out by user of the vehicle.
• Ensure that Nonrevenue vehicle checklist is completed prior to vehicle leaving premises and returned by vehicle user upon arrival, and any faults reported immediately.
• Ensure that checklist is filed for record purposes and archived.
• Effective utilization of all Intercape systems relevant to the position.
• Accurate capturing of all systems relevant to the position
• Responsible to ensure that you have received training on all systems utilised in your position or have provided training to direct reports.

Effective utilization of systems

• Ensure to familiarize yourself with enhancements, changes, and or new systems by Intercape.
• Ensure to upskill knowledge on Microsoft packages.
• Effective utilization of all Intercape systems relevant to the position.
• Accurate capturing of operational dashboard and all widgets assigned to your department.
• Accurate flagging of departure board for ready line and departure times from depot.
• Responsible to ensure that you have received training on all systems utilized in your position or have provided training to direct reports.

Desired Experience & Qualification

Qualifications :

• Grade 12
• Valid Code 14 Drivers License
• PrDP will be an added advantage

Experience :

• 3-5 years Operational Experience

Knowledge / Abilities :

• Have a proficient knowledge of the company, its divisions, associates, people, products, service, and website.
• Must have experience from an operational environment.
• Must be willing to assist in general administrative duties.
• Enjoy working independently as well as be part of a team.
• Assist fellow colleagues in the daily running of company-related tasks.
• Be focused on providing work of an extremely high quality.
• Show ability to work under pressure and manage deadlines.
• Very good organizational skills.
• KNOW YOUR BUSINESS AND YOUR OPPOSITION EVEN BETTER.

Skills :

• Computer literate especially the Microsoft packages

Key Skills

AS400, Transportation Management Systems, Microsoft Outlook, Vehicle Maintenance, Dispatching, Maintenance Management, OSHA, Maintenance, Fleet Management, Operating Systems, Leadership Experience, Logistics

Employment Type :

Full-Time

Experience :

years

Vacancy :

1