Fleet Controller - Port Elizabeth

Bidvest Bank; Bellville; On-site; ZAR 250,000 - 360,000; Full time

Job summary

Bidvest Bank seeks a Fleet Operations professional to maintain a well-managed vehicle fleet, deliver frontline customer service, and coordinate between customers, internal teams, and suppliers to meet contract SLAs.

The role emphasizes adherence to contract requirements, operational excellence, and proactive problem solving within the fleet management lifecycle.

Qualifications

• Matric or equivalent with preferable diploma in fleet/road transport management.
• 1–3 years' experience in fleet operations, leasing or fleet administration.
• Previous client relationship management experience.

Responsibilities

• Follow up and resolve customer queries and incidents in a timely manner.
• Collaborate with other functions and suppliers to improve regional customer satisfaction.
• Attend meetings with customers to provide information on specific issues as required.

Skills

Client Engagement

Client Service Delivery

Fostering Client Relationships

Can work under pressure

Understand contract requirements

FML service knowledge

Operational Excellence

Business Relationship Management

Stakeholder Management

Fleet management system

Problem solving

Interpersonal skills

Education

Matric

Diploma in Fleet Management

Diploma in Road Transport Management

Tools

Fleet management software

Job description

PRIMARY PURPOSE

To ensure a well-maintained fleet within the portfolio, providing front line service to customers in line with agreed service levels and expectations. Execute on service delivery processes for scheduled and unscheduled events and co-ordinate between customers, internal departments and suppliers. To ensure operational requirements of client base is satisfied accurately and timeously as laid out by the contract policies and procedures.

TECHNICAL COMPETENCY REQUIREMENT

• Client Engagement
• Client Service Delivery management
• Fostering Client Relationships
• Can work under pressure
• Understand contract requirements and service expectations
• Good knowledge of FML service, legislation, policies and procedures
• Operational Excellence
• Business Relationship Management
• Stakeholder Management
• Computer literacy and experience and knowledge working on fleet management system
• Problem solving and deadline orientated
• Interpersonal skills

REQUIRED MINIMUM EDUCATION AND TRAINING

• Matric
• Preferably a Diploma in Fleet Management or Diploma in Road Transport Management

REQUIRED MINIMUM WORK EXPERIENCE

• 1 – 3 years' experience within the Fleet industry, preferably within Fleet Operations, Leasing Environment or Fleet Administrative experience
• Previous client relationship management experience

KEY PERFORMANCE AREA (KPA)

Customer Centricity

• Follow up and resolve customer queries and incidents in a timely manner, displaying a willingness to ensure customer expectations are met.
• Follow-up and collaborate with other functions and suppliers to improve customer satisfaction in the region.
• Participate in meetings with customers to provide information on specific issues, as and when required.

Operational Excellence

• Be familiar with the respective customer contractual obligations and co-ordinate activities with customer, suppliers and internal departments to meet service levels.
• Co-ordinate and follow-up on all activities required during new vehicle handover, renewal and end of contract, termination processes ensuring quality and service levels are met.
• Manage short term rental lifecycle and processes (where applicable), liaising with customers, other departments and service providers to facilitate outcomes.
• Schedule and co-ordinate routine maintenance services based on contracts requirements and information provided by other internal departments.
• Monitor supplier service delivery ensuring vehicles arrive at suppliers, work is performed as required, quality checks are executed, and vehicles are returned to clients in a timely manner.
• Resolve assigned incidents, co-ordinating actions and monitoring the end-to-end resolution to ensure contractual conditions are met. All incidents to be managed according to SLA timelines.
• Liaise with customers and ensure all fuel cards, e-tags and license renewals are delivered and distributed timeously.
• Effectively manage, co-ordinate and follow up on unscheduled maintenance and accident repairs on vehicles, monitoring supplier service delivery.
• Provide relief vehicles as part of incident response, co‑ordinating vehicle handover and collection once repairs have been completed.
• Perform regular yard inspections ensuring a pool of potential relief vehicles are available as required.
• Liaison with Customer Insurance and panel beaters on scheduling repair, collection of vehicles and turnaround times, as and when required.
• Co-ordinate collection of terminated units and administration of deactivation of fuel card, e-tags, tracker and decal removals.
• Gather identified operational information such as odometer readings from the client.
• Complete registers and follow vehicle transition processes: new, renew, termination ensuring accurate documentation is collected and available.
• Keep complete and accurate records adhering to the relevant electronic or manual processes and filing standards.

Governance, Risk & Compliance

• Manage and resolve quality control issues during vehicle transition: new, relief, termination and supplier service delivery, ensuring vehicles are meeting specification requirements.
• Participate in fleet audits: internal or initiated by the customer.
• Perform the required check and manage actions to ensure fire extinguisher compliance to contractual obligations.
• Conduct regular safety and compliance inspections.
• If required perform physical inspections to verify information e.g. month end stock counts, odometer readings, accident damage etc.
• Scrutinise car wash registers and do ad hoc depot inspections.
• Manage and safeguard spare keys and control register.
• Support in monitoring re-billing and perform follow-up actions to ensure purchase orders are received from customers in a timely manner.

Stakeholder Management

• Co‑ordinate with vendors and service providers to provide the relevant services e.g. car wash suppliers
• Assist with all interdepartmental challenges to facilitate closing of incidents, re-billing and customer satisfaction.
• Where applicable, manage and scrutinise driver time sheets for correctness and liaise with local driver company.

Data Analysis & Reporting

• Review exception reports and identify and actions that need to be implemented e.g. vehicles due for services, faulty tracking devices (health checks) etc.
• Identify and manage high and low utilisation vehicles by scrutinising reports and manage under and over vehicle swops.
• Prepare operational reports timeously as per requirements e.g. Driver behaviour (Speeding reports) to Telkom.

WORK CONDITIONS: OFFICE BOUND