The primary objective of the Fleet Controller is to manage the company’s vehicle fleet effectively and efficiently, ensuring maximum availability, cost-effectiveness, compliance with statutory regulations, and adherence to health and safety requirements.

Key Responsibilities:
Fleet Administration & Policy Development:

• Develop, implement, and maintain fleet administration standards and operating policies.
• Ensure clear and consistent communication of fleet policies across all business units and departments.

Maintenance & Supplier Management:

• Negotiate and manage all maintenance agreements with vehicle suppliers.
• Ensure that vehicle maintenance is carried out in line with statutory regulations and that the Operators Licence is retained.
• Oversee vehicle repair, replacement, and disposal processes to optimise fleet performance.
  

Vehicle Licensing & Legal Compliance:

• Administer and monitor all commercial vehicle licences, taxation, and control of ownership documents.
• Ensure compliance with all legal and statutory requirements related to fleet operations, including vehicle servicing and inspections.

Reporting:

• Prepare periodic reports on fleet-related costs, maintenance, and performance metrics, analysing trends and recommending improvements.

Insurance & Incident Management:

• Negotiate and manage fleet insurance policies, ensuring appropriate coverage and cost-effectiveness.
• Receive, process, and investigate vehicle accident and damage reports from departments and branches.

Health and Safety Compliance:

• Ensure that all health and safety regulations relating to fleet operations are adhered to.
• Provide guidance and support to branch managers on statutory legislation and safety protocols related to fleet management.

Fleet Records Management:

• Maintain and ensure accurate, up-to-date fleet records and databases for the division.
• Monitor and control vehicle servicing and maintenance schedules to ensure compliance.

Team Management:

• Supervise, motivate, and develop team members, ensuring high performance and a positive work environment.
• Promote empowerment and collaboration within the fleet management team.

Best Practices & Continuous Improvement:

• Identify and implement industry best practices in fleet management to enhance operational efficiency.
• Suggest and support continuous improvements to fleet processes and procedures.

Qualifications & Experience:

• Post-matric qualification in Transport/Fleet Management or a related field.
• A minimum of 3-5 years’ experience in a supervisory fleet management role.
• Proven experience in managing service level agreements (SLAs), reporting, and Key Performance Indicator (KPI) management.
• Solid understanding of vehicle maintenance, fleet management systems, insurance practices, and relevant legislation.
• Proficient in the use of fleet management software and other relevant computer applications.

Competencies:

• Strong planning, organisational, and leadership skills.
• Attention to detail with the ability to analyse and solve complex problems.
• Excellent verbal and written communication skills.
• Ability to work under pressure while maintaining a focus on customer satisfaction.
• Results-driven, with a focus on achieving operational efficiency and cost control.

Key Performance Indicators (KPIs):

• Fleet availability and uptime.
• Compliance with maintenance schedules and statutory regulations.
• Accuracy of fleet records and documentation.
• Effective management of fleet-related budgets.
• Incident management and insurance claims resolution time.

Reporting:
The Fleet Controller will report directly to the Fleet Manager or Senior Fleet Manager and will work closely with the Procurement, Health and Safety, to ensure smooth fleet operations.