Fleet Controller

The Fleet Controller is responsible for the management of our company vehicles and vehicle fleet provider ensuring optimal fleet management and visibility at all times. The Fleet Controller is to optimize the fleet, monitor vehicle use, pinpoint problem areas and be solution orientated. This role monitors vehicle performance and driver behavior including making recommendations that would improve the efficiency and effectiveness of the fleet. The Fleet Controller supplies information on any infractions of policies, procedures, and violations, to ensure necessary action can be taken. This is a 5 month fixed term contract.

RESPONSIBILITIES

FLEET

1. Cost control - Detailed cost management, including expenses such as general vehicle repairs, vehicle rotation, tyres, fuel, licensing, breakdowns, accidents and insurance claims. E-Toll account management.
2. Fuel management - Communicate all new fuel card orders, fuel card cancellations, faulty e-tags, and fuel limit alignment to fleet provider. Ensure Intelligent fuel report is implemented, and feedback is actioned.
3. Managing driver’s licenses - Ensure driver’s licenses are valid and report all irregularities to HR and management immediately.
4. Aarto/Fine management - Ensure valid driver information is provided to Fleet Provider and fines are communicated to the driver.
5. Vehicle tracking management - Use software to automate the collection and recording of data to monitor vehicle performance and identify patterns for remedial action and to reduce costs. Work closely with tracking company to obtain detailed reports to support accident findings, movement of vehicle and recovery. Arrange installation and removal as well as maintenance ensuring units are downloading. Use reports to monitor and report driver behavior including speeding reports on entire fleet. Monitor kilometers travelled and integrate data with tracking system. Reconcile monthly statement and billings. Publish monthly driver dashboard.
6. Manage fleet management supplier – Build and maintain the relevant relationship with 3rd party to ensure compliance and effective management of our fleet. Fully understand the hierarchy structure of their organization that will affect our fleet runnings. Ensure all information is provided for on-boarding, de-fleeting, driver updates, rotations, fuel limits, and traffic fine redirections.
7. Inspection of vehicles in regions - Ensure vehicle checks are done in regions on a quarterly basis.
8. Spare key management - Spare keys are stored safely, and record is kept of all spare keys including documentation on issuing of spare keys.
9. Arrange MasterDrive for all new staff members - Ensure bookings are completed timeously and attendance registers are sent to HR.
10. HR Reporting on SAP ERP - Ensure all deductions are submitted timeously to HR as well as the updated vehicle report for payroll submissions. Red Bull college on-boarding and vehicle policy signatures obtained and saved.

INSURANCE

1. Accident management, insurance cover and claims:
2. Follow up on claims, ensure assessors are booked and final invoices forwarded to insurance company.
3. Approve/decline repairs, confirm assessor invoices and recommendations.
4. Follow up on 3rd party recoveries Incident and accident verification to discuss at incident committee meeting. Submit invoice for repairs for payment.
5. Quarterly meetings with insurance team.
6. Approve all glass/window repairs through service provider.

VEHICLES

1. Manage the order processing, installation and roll out of vehicle modifications.
2. Vehicle register and checklist - Ensure all new vehicle details are captured internally and provided to fleet management company along with all the applicable registration documents.
3. Vehicle De-fleeting - Ensure all vehicles scheduled to be de-fleeted are checked, valuated, de-branded, trackers de-installed and moved to the respective regions if required. Ensure the tender process is followed through for line manager to reconcile and confirm. Ensure all NATIS documents, spare keys and documents are prepared for line manager.
4. Vehicle rotations - Ensure all vehicle recommendations and rotations are done timeously (preferably in line with new tax season). Communicate all changes to Fleet provider and ensure correct and accurate data is filed on the Master File & HR Report.

REPORTING

1. Ensure detailed records and reports are provided by pillar/cost centre.
2. Fuel tracking/spend, maintenance, traffic fines, rebate reports, service scheduling, mileage, driver behaviour exceptions, trends and top 10 spenders.
3. Execution of SLA outcomes are monitored and actioned.
4. Ensuring monthly reconciliations are completed and submitted for payment timeously.

Qualifications

1. University degree in Fleet, Business Management, Finance or similar.
2. Experience in fleet operation with 3-5 years experience in a similar role.
3. Strong work ethics, persistent, reliable, self-aware, sociable, self-motivated and ambitious, solution oriented with a “do-it-now” attitude.
4. Excellent communication skills, both written and verbal.
5. The ability to time manage and to optimize effectiveness and efficiency, ability to organize assigned work with strong administrative skills.
6. Must be proficient in Word, Excel, PowerPoint (Microsoft).
7. Strong analytical, accuracy, planning, financial skills and be detail oriented.
8. People skills and problem-solving abilities.
9. Strong customer service and satisfaction with both internal and external customers.
10. Ability to make decisions relative to urgency and importance while being able to prioritize and coordinate multitude of tasks.
11. Good knowledge and background of all aspects of Health & Safety processes, policies and procedures, fleet operation, body and mechanical repairs.

Fluent in English (verbal & written)