Fleet Controller - Western Cape

Job Purpose:
The Fleet Controller is responsible for overseeing the maintenance, servicing, repairs, and operational readiness of the vehicle fleet under their control. This includes strict adherence to company policies, Standard Operating Procedures (SOPs), and industry best practices to ensure optimal fleet availability, cost management, and compliance with safety and operational standards.

Key Responsibilities

1. Fleet Maintenance & Servicing
   • Develop and distribute service schedules twice a week, ensuring efficient planning for vehicle servicing.
   • Plan and arrange for replacement vehicles when services are scheduled, with a maximum grace period of 2 days.
   • Ensure service schedules are finalized every Monday and shared with branches and suppliers to facilitate parts procurement.
   • Book vehicles for services and ensure drivers adhere to booking schedules.
   • Arrange and issue Purchase Orders (POs) for services and additional repairs as necessary.
   • Ensure vehicles under maintenance plans are serviced at respective dealerships following the same SOPs.
   • Implement strict protocols to prevent unauthorized driver visits to suppliers without prior bookings.
   • Verify vehicle condition upon collection by ensuring drivers inspect vehicles with supplier representatives and sign release notes. Maintain a vehicle file with all release documents.
2. Mechanical Repairs
   • Coordinate with drivers to address reported vehicle issues and arrange towing for breakdowns.
   • Obtain detailed quotes from suppliers after vehicle inspections and issue POs before work commencement.
   • Enforce the “No PO, No Work” policy to control costs.
   • Ensure suppliers provide ETAs and follow up on repair progress.
   • Ensure thorough inspection and documentation of vehicle condition upon collection post-repair.
3. Motor Vehicle Accidents (MVA)
   • Ensure accident-damaged vehicles are quoted for repairs within 48 hours of the incident.
   • Separate quotes must be obtained for panel beating and mechanical repairs.
   • Arrange for assessors for repair quotes exceeding R40,000 and manage claims effectively.
   • Coordinate replacement vehicles for branches upon PO receipt.
   • For write-offs, ensure critical planning for disposal, strip-off processes, and Capex 2 completion.
   • Monitor suppliers for adherence to timelines, parts procurement, and repair progress.
   • Conduct weekly inspections for major repairs, ensuring regular updates on open order reports.
4. Compliance & Inspections
   • Oversee regular physical inspections of fleet vehicles, ensuring Certificates of Fitness (COFs) and GreenFleet updates are current.
   • Monitor vehicle tracking systems and respond to alerts promptly.
   • Facilitate vehicle swaps or replacements as operationally necessary.
   • Manage and order replacement vehicles in line with budget allocations.

Key Performance Indicators (KPIs)

• Fleet Availability: Ensure service schedules and repairs result in minimal vehicle downtime.
• Cost Control: Adherence to budgets through strict PO issuance and repair authorization processes.
• Compliance: Ensure adherence to all SOPs, safety, and legal requirements (e.g., COFs, GreenFleet tracking).
• Driver Accountability: Enforce inspection and documentation protocols for all vehicle interactions.
• Supplier Management: Maintain strong relationships with suppliers to ensure timely repairs and parts availability.
• Documentation Accuracy: Maintain complete and up-to-date vehicle files for audit purposes.

Competencies & Skills

• Technical Knowledge: Strong understanding of vehicle maintenance, repair processes, and fleet management principles.
• Organizational Skills: Ability to manage multiple service schedules, repairs, and replacements efficiently.
• Communication: Clear and concise interaction with drivers, suppliers, and branches.
• Attention to Detail: Ensures compliance with SOPs and proper documentation of all processes.
• Problem-Solving: Ability to handle unforeseen issues such as breakdowns or delays effectively.

Qualifications & Experience

• Minimum 3 years of experience in fleet/transport supervisor or controller or related role.
• Familiarity with vehicle maintenance plans, servicing, and repair processes.
• Proficiency in using fleet management software and tracking tools.
• Strong administrative skills for document handling and reporting.