Fleet Controller

Phakisa Holdings (Pty) Ltd; Johannesburg; On-site; ZAR 112,000 - 140,000; Full time

Job summary

Phakisa Holdings (Pty) Ltd in Lanseria, Gauteng, is seeking a Fleet Controller to monitor and coordinate daily fleet operations, ensuring on-time deliveries and driver compliance with safety requirements.

You will track vehicles, liaise with drivers and customers, coordinate maintenance, monitor fuel usage, and prepare routine fleet reports. The role requires Matric and experience with vehicle tracking systems, plus strong organisation and communication skills.

Qualifications

• Matric / Grade 12 required.
• Experience in fleet control or transport coordination is preferred.
• Proficiency in Excel and good report writing skills.

Responsibilities

• Monitor fleet using vehicle tracking systems to ensure on-time deliveries and route adherence.
• Coordinate vehicle maintenance and liaise with workshop on repairs and servicing.
• Monitor fuel consumption and vehicle utilisation to identify inefficiencies.
• Maintain vehicle and driver documentation, licences, permits, and incident reports.
• Communicate with customers and drivers about arrivals, progress, delays, and queries.
• Prepare daily, weekly and monthly fleet reports and records.

Skills

Fleet monitoring

Communication

Customer service

Time management

Education

Matric / Grade 12

Tools

Microsoft Excel

Vehicle tracking systems

Job description

JOB SPECIFICATION: FLEET CONTROLLER Position: Fleet Controller
Location: Lanseria, Gauteng
Employment Type: Permanent, Full-Time
Salary: R10,000 R12,500 per month
Working Hours: Monday to Friday, 07:30 17:30
Start Date: As soon as possible
Drivers Licence: Valid Code 8 drivers licence required

JOB PURPOSE

The Fleet Controller will be responsible for monitoring and coordinating daily fleet operations to ensure vehicles operate efficiently, deliveries and collections are completed on time, and drivers comply with operational and safety requirements. The role involves tracking vehicles, communicating with drivers and customers, coordinating vehicle maintenance, monitoring fleet performance, and maintaining accurate fleet documentation and reports.

KEY RESPONSIBILITIES

1. 1. Fleet Monitoring and Operations Monitor the fleet using vehicle tracking systems to ensure vehicles remain on route and deliveries are completed on time. Monitor driver performance and vehicle utilisation, including kilometres travelled, route adherence, excessive idling, speeding and other driving behaviour. Monitor vehicle turnaround times, waiting times and delivery performance to improve fleet efficiency. Maintain regular communication with drivers regarding deliveries, collections, delays and operational changes. Coordinate daily fleet activities to ensure smooth and efficient operations.
2. 2. Vehicle Maintenance and Workshop Coordination Liaise with the workshop regarding vehicle breakdowns, servicing, repairs and preventative maintenance. Report vehicle defects and mechanical issues to the workshop and follow up on repair progress and expected completion times. Ensure vehicles are returned to operations following workshop repairs. Follow up on outstanding mechanical issues and ensure they are addressed promptly.
3. 3. Fuel and Fleet Performance Monitoring Monitor fuel consumption and kilometres travelled to identify unusual variances. Investigate discrepancies in fuel usage, vehicle utilisation and driver performance. Identify operational inefficiencies and report concerns to management. Assist in improving fleet productivity and reducing unnecessary operating costs.
4. 4. Fleet Administration and Compliance Ensure vehicle and driver documentation is maintained accurately and kept up to date. Monitor vehicle licences, permits, inspections and other fleet compliance requirements. Coordinate the reporting of vehicle accidents, damages and incidents. Ensure all required incident documentation is completed and submitted. Manage and follow up on proof of deliveries (PODs), delivery notes, waybills and trip documentation.
5. 5. Customer and Driver Communication Communicate with customers regarding vehicle arrival times, delivery progress, delays and operational queries. Keep customers and relevant internal departments informed of delivery and collection updates. Provide operational support to drivers throughout the day. Be available telephonically outside normal working hours when required to assist drivers and customers.
6. 6. Reporting Prepare daily, weekly and monthly fleet reports. Maintain accurate records relating to vehicle movements, kilometres, fuel consumption, maintenance and delivery performance. Report operational challenges, vehicle downtime and fleet-related concerns to management.

MINIMUM REQUIREMENTS

Matric / Grade 12.
Previous experience in fleet control, transport coordination, logistics or a similar operational role.
Experience using vehicle tracking systems will be advantageous.
Good understanding of fleet operations, vehicle maintenance coordination and transport documentation.
Computer literate, with proficiency in Microsoft Excel essential.
Good communication and customer service skills.
Strong organisational and administrative abilities.
Ability to multitask, prioritise tasks and work under pressure.
Good problem-solving skills and attention to detail.
Must be willing to provide telephonic assistance outside normal working hours when required.
Valid Code 8 drivers licence.

KEY COMPETENCIES

• Fleet monitoring and coordination.
• Excellent communication and interpersonal skills.
• Strong administrative and reporting abilities.
• Time management and organisational skills.
• Problem-solving and decision-making.
• Customer service orientation.
• Attention to detail and accuracy.
• Ability to work independently and within a team.
• Ability to remain calm and effective under pressure.