Fleet Controller

Key Responsibilities

Fleet Maintenance and Repairs

• Manage and coordinate all preventative maintenance, servicing, repairs, and breakdown assistance for the fleet.
• Monitor vehicle condition and ensure all maintenance schedules are adhered to.
• Coordinate vehicle servicing with approved service providers and operational departments.
• Ensure all vehicles remain operational and available for business requirements.
• Monitor vehicle uptime and implement measures to reduce downtime.
• Inspect and sign off completed repairs to ensure quality standards are met.
• Manage repair processes from initiation through completion and return to service.

Fleet Administration and Record Management

• Maintain accurate fleet maintenance records and documentation.
• Record and monitor vehicle mileage, equipment operating hours, and maintenance histories.
• Maintain records of repairs, inspections, certifications, licensing, and registrations.
• Manage and authorize purchase requests and purchase orders relating to vehicle maintenance and repairs.
• Ensure all fleet documentation is accurately filed and readily accessible.

Vehicle Compliance and Regulatory Management

• Ensure all vehicles comply with road traffic legislation and operational requirements.
• Manage vehicle licensing, registrations, certifications, and renewals.
• Ensure fleet equipment certifications remain current, including refrigeration systems, tail lifts, and other specialized equipment.
• Conduct regular fleet inspections to verify compliance with safety and legal standards.
• Ensure vehicles consistently meet transport quality and operational audit requirements.

Fleet Operations Coordination

• Receive and review daily vehicle inspection reports.
• Identify and report vehicle defects, damages, and maintenance requirements.
• Coordinate vehicle transfers, collections, deliveries, and handovers.
• Manage vehicle availability and scheduling to support operational requirements.
• Oversee replacement vehicle requirements when operational units are unavailable.
• Coordinate fleet audits and ensure corrective actions are implemented where necessary.

Supplier and Service Provider Management

• Develop and maintain effective relationships with external service providers and suppliers.
• Monitor service level agreements and supplier performance.
• Coordinate maintenance activities and repairs with external vendors.
• Ensure service providers meet agreed quality, turnaround time, and cost standards.
• Resolve maintenance-related issues and facilitate communication between stakeholders.

Budget and Cost Control

• Monitor fleet expenditure and maintenance costs.
• Assist with fleet budget planning and forecasting.
• Ensure maintenance and repair expenses are accurately recorded within the correct reporting periods.
• Identify opportunities to reduce operating costs while maintaining service quality and safety standards.
• Monitor expenditure against budget and provide explanations for variances.

Quality Assurance and Continuous Improvement

• Ensure fleet quality standards are maintained at all times.
• Conduct regular inspections and quality checks on vehicles and equipment.
• Identify opportunities to improve fleet processes, service levels, operational efficiency, and cost effectiveness.
• Implement preventative maintenance practices to reduce breakdowns and unexpected costs.
• Support continuous improvement initiatives within fleet operations.

Risk Management

• Conduct regular vehicle inspections and risk assessments.
• Ensure vehicles are maintained according to manufacturer specifications.
• Monitor compliance with all applicable legislation and internal procedures.
• Investigate vehicle incidents, accidents, and breakdowns and implement corrective actions.
• Maintain accurate records of vehicle damage and associated repair costs.

Reporting and Planning

• Prepare accurate fleet management reports and performance metrics.
• Monitor maintenance schedules and service requirements.
• Provide vehicle utilization, maintenance, downtime, and cost reports.
• Ensure reporting deadlines are consistently met.
• Assist in planning fleet resources to meet operational requirements.

Health, Safety and Compliance

• Promote and maintain a safe working environment.
• Ensure compliance with health and safety policies and procedures.
• Support workplace safety initiatives and emergency preparedness requirements.
• Ensure fleet operations comply with all relevant safety regulations and standards.
• Participate in safety inspections, audits, and compliance activities.

Minimum Requirements

Qualifications

• Grade 12 (Matric).
• Relevant tertiary qualification in Fleet Management, Logistics, Transport Management, Mechanical Engineering, or Business Administration will be advantageous.
• Valid Code EC (Code 14) Driver’s License with Public Driving Permit (PDP).
• Ability to successfully complete medical, driver screening, and verification assessments.

Experience

• Minimum 5 years' experience in Fleet Management or Transport Operations.
• Proven experience managing vehicle maintenance, repairs, compliance, and fleet administration.
• Experience driving and operating heavy commercial vehicles and trailers is advantageous.
• Experience working within transport, logistics, distribution, manufacturing, or supply chain environments preferred.

Technical Knowledge

• Strong understanding of commercial vehicle maintenance and repair processes.
• Knowledge of refrigeration systems, tail-lift systems, vehicle tracking systems, tire management, and fleet monitoring systems.
• Comprehensive knowledge of road traffic legislation and transport regulations.
• Understanding of preventative maintenance programs and fleet compliance requirements.

Computer Literacy

• Advanced proficiency in Microsoft Office Suite, including:
  • Excel
  • Word
  • Outlook
  • PowerPoint
• Experience with fleet management and maintenance tracking systems advantageous.

Key Competencies

Technical Competencies

• Fleet Management
• Vehicle Maintenance Coordination
• Compliance Management
• Budget Control
• Reporting and Analysis
• Supplier Management
• Risk Management
• Quality Assurance
• Planning and Scheduling

Behavioural Competencies

• Strong attention to detail
• Excellent communication and interpersonal skills
• Report writing ability
• High level of integrity and accountability
• Strong problem-solving skills
• Assertiveness and decision-making ability
• Ability to work under pressure
• Deadline driven
• Reliable and dependable
• Strong organizational skills
• Customer service orientation
• Commitment to safety and compliance
• Continuous improvement mindset

Performance Indicators

• Fleet uptime and availability.
• Maintenance schedule compliance.
• Reduction of vehicle downtime.
• Budget adherence and cost control.
• Audit and compliance results.
• Vehicle safety and roadworthiness standards.
• Accuracy and timeliness of reporting.
• Service provider performance management.
• Achievement of operational service levels.
• Health and safety compliance.