Job Description

Fidelity Vacancies – Fleet Controller

Fleet Controller

Company: Fidelity Vacancies

Job Description
The Fleet Controller is responsible for managing the operational readiness, maintenance, servicing, and repairs of the company vehicle fleet. This role ensures adherence to company policies, Standard Operating Procedures (SOPs), and industry best practices to maximize fleet availability, control costs, and maintain safety and compliance standards.

Key Responsibilities

Fleet Maintenance & Servicing

• Develop and distribute service schedules twice weekly for efficient vehicle servicing.
• Arrange replacement vehicles during service periods, maintaining a maximum grace period of 2 days.
• Finalize service schedules every Monday and share with branches and suppliers to support parts procurement.
• Book vehicles for service and ensure driver compliance with schedules.
• Issue Purchase Orders (POs) for services and additional repairs as required.
• Ensure all vehicles under maintenance plans are serviced according to SOPs at dealerships.
• Enforce protocols to prevent unauthorized supplier visits by drivers.
• Verify vehicle condition upon collection, maintaining release documentation in vehicle files.

Mechanical Repairs

• Coordinate with drivers on reported vehicle issues and arrange towing for breakdowns.
• Obtain detailed quotes from suppliers post-inspection and issue POs before repairs.
• Enforce “No PO, No Work” policy to control costs.
• Follow up on repair progress and supplier ETAs.
• Ensure thorough inspection and documentation of vehicles upon collection after repairs.

Motor Vehicle Accidents (MVA)

• Ensure repair quotes for accident-damaged vehicles are obtained within 48 hours.
• Obtain separate quotes for panel beating and mechanical repairs.
• Arrange assessors for repair quotes exceeding R40,000 and manage claims efficiently.
• Coordinate replacement vehicles for branches as needed.
• Manage write-offs including disposal, strip-off processes, and Capex 2 completion.
• Monitor supplier adherence to repair timelines and parts procurement.
• Conduct weekly inspections for major repairs and maintain open order reports.

Compliance & Inspections

• Conduct regular physical inspections of fleet vehicles, ensuring Certificates of Fitness (COFs) and GreenFleet updates are current.
• Monitor vehicle tracking systems and respond promptly to alerts.
• Facilitate vehicle swaps or replacements as operationally required.
• Manage replacement vehicle orders within budget allocations.

Key Performance Indicators (KPIs)

• Fleet Availability: Minimize vehicle downtime through efficient servicing and repairs.
• Cost Control: Maintain budget adherence through strict PO and repair authorization processes.
• Compliance: Ensure adherence to SOPs, safety standards, and legal requirements.
• Driver Accountability: Enforce vehicle inspection and documentation protocols.
• Supplier Management: Maintain strong supplier relationships for timely repairs and parts availability.
• Documentation Accuracy: Keep complete and up-to-date vehicle files for audits.

Competencies & Skills

• Strong technical knowledge of vehicle maintenance, repairs, and fleet management principles.
• Excellent organizational skills for managing service schedules, repairs, and replacements.
• Clear communication with drivers, suppliers, and branches.
• Attention to detail to ensure SOP compliance and proper documentation.
• Effective problem-solving for breakdowns, delays, or unforeseen issues.

Qualifications & Experience

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

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