Fleet Controller

FLEET CONTROLLER

ROLE DESCRIPTION:

Summary:

The Logistics/Operations Department requires a highly organized and proactive Fleet Controller to manage the day-to-day administration and professional operation of the organization's national vehicle fleet. This role is central to ensuring the fleet is operated in a compliant, cost-effective, and safe manner, thereby supporting the overall operational objectives of the company.

Working closely with the senior management team, the Fleet Controller will not only execute critical administrative tasks (licensing, maintenance, reporting) but also actively contribute to the development and implementation of national organizational strategies, policies, and best practices concerning fleet management, driver performance, and continuous improvement initiatives (e.g., fuel efficiency).

This role requires a detail-oriented, self-motivated individual with strong planning, organizational, and problem-solving skills who can ensure the fleet operates efficiently while adhering to all relevant legal and internal compliance standards, including AARTO regulations.

Responsibilities:

Compliance and Administration:

• Oversee and ensure the timely renewal and administration of all Vehicle Licensing.


• Manage all traffic Fine Management processes, including AOD collection.


• Ensure all NATIS Updates and vehicle documentation are current.


• Schedule and confirm all vehicles meet Roadworthy standards.


• Contribute to the development and implementation of national organizational strategies and policies.

Vehicle Lifecycle Management:

• Schedule all mandatory services and inspections.


• Schedule and manage all adhoc repairs.


• Arrange vehicle rentals for overflow requirements or as needed.


• Manage the process for vehicle Additions and Disposals.


• Assist in Fleet/Capex Planning and forecasting.


• Maintain the accurate and up-to-date Vehicle Master List.

Monitoring and Control:

• Manage daily fuel card balances and monitor usage.


• Prepare and manage daily and monthly vehicle inspection sheets.


• Monitor and manage driver transgressions and disciplinary actions.


• Oversee the entire Accident/incident management process and insurance claims.


• Review vehicle tracking reports frequently for anomalies and safety issues.

Reporting and Financial Support:

• Prepare and submit the Monthly fleet cost report.


• Provide assistance with forecasting/budgeting for vehicle costs.


• Prepare and distribute Exception Reporting.

Driver Management:

• Manage the Driver Scorecard system and performance metrics.


• Coordinate the Acknowledgement of Debt Collection for fines and transgressions.


• Arrange and schedule general Driver training and Upskill (Training) programs.


• Manage New Driver on boarding procedures.


• Administer programs related to Driver appreciation.

Continuous Improvement and Ad Hoc:

• Actively Drive fuel efficiency initiatives across the fleet.


• Refine and evolve driver behavioral monitoring programs, including KPI’s, rewards and incentives to support safe and efficient fleet operations.


• Research fuel alternatives and sustainable operational practices.


• Handle all Adhoc fleet requests from management.


• Process and manage all fleet-related Insurance Claims.

Proactively identify and address challenges within the department, contributing to solutions and process improvements. This includes undertaking ad hoc tasks and projects as assigned or required, demonstrating flexibility and a strong commitment to supporting the overall success of the operations functions.

Qualifications and Experience:

• Degree / Diploma / National Certificate/or the equivalent thereof with a minimum of 5 years related experience in fleet administration or control.


• AARTO experience essential.


• Vehicle maintenance (vehicle licensing, vehicle audits & fuel usage) and mechanical experience beneficial.


• Proficient in Microsoft Office (specifically Excel for reporting and analysis).


• High level of accuracy and attention to detail.


• Excellent interpersonal and collaborative skills.


• Excels at operating in a fast pace, dynamic environment.


• Ability to challenge and debate issues of importance to the business.


• Persuasive with details and facts.


• Thinks out of the box to resolve problems.


• Self-motivated and has the ability to motivate others.


• Calm and Professional, Proactive.


• Excellent planning and organization skills.