Fleet Controller

SUMMARY:
The Fleet Controller is responsible for the day-to-day administrative control of the fleet lifecycle.

POSITION INFO:

The Fleet Controller is responsible for the day-to-day administrative control of the fleet lifecycle, including vehicle allocation, licensing and registration administration, service and maintenance scheduling, vehicle documentation, fuel and mileage monitoring, vehicle utilisation, accident and incident administration, supplier coordination and fleet reporting.

Fleet Administration, Vehicle Records and Allocation

• Maintains an accurate and current fleet register
• Maintains complete vehicle records and supporting documentation
• Records vehicle registration numbers, make/model, vehicle identification details, allocation, location, driver/user, acquisition information and relevant contractual information
• Administers vehicle allocations and changes in allocation
• Maintains records of vehicles assigned to branches, racecourses, departments and operational personnel
• Coordinates vehicle handovers, returns and changes in allocation

Vehicle Compliance, Licensing and Regulatory Control

• Monitors vehicle licence and registration expiry dates
• Coordinates timely vehicle licence renewals
• Maintains records of licence discs, registration documentation and relevant certificates
• Monitors roadworthy certification requirements
• Tracks all statutory and contractual fleet compliance deadlines
• Maintains a fleet compliance calendar
• Escalates approaching and overdue compliance requirements
• Ensures that vehicles are not knowingly allocated for operational use where mandatory compliance requirements have expired
• Maintains evidence of compliance
• Liaises with licensing authorities, fleet providers and service providers where required.

Vehicle Maintenance, Repairs and Fleet Availability

•    Maintains preventative maintenance schedules for all applicable vehicles

•    Monitors servicing intervals based on mileage, time and manufacturer / service-                   provider requirements

•    Coordinates vehicle servicing and maintenance bookings

•    Tracks repairs and outstanding maintenance requirements

•    Monitors vehicle downtime and availability

•    Escalates excessive / recurring vehicle downtime

•    Maintains records of maintenance and repair activities

•    Coordinates with approved workshops, dealerships and service providers

•    Monitors adherence to approved maintenance processes

•    Identifies recurring mechanical / maintenance issues

•    Assists in determining appropriate action for vehicles requiring significant                                            repairs

Fleet Utilisation, Fuel and Cost Control

•   Monitors vehicle utilisation across the 4Racing fleet

•    Analyses mileage, usage patterns and vehicle availability

•    Monitors fuel consumption and identifies abnormal usage patterns

•    Reviews fuel reports and investigates significant exceptions

•    Monitors vehicle operating costs

•    Tracks maintenance and repair expenditure

•    Analyses fleet cost trends

•    Identifies underutilised / inefficiently utilised vehicles

•    Provides recommendations regarding fleet optimisation

•    Monitors adherence to approved fleet usage requirements

•    Identifies unusual mileage, fuel or expenditure patterns and escalates exceptions

Fleet Incidents, Insurance and Risk Management

•    Administers the recording of vehicle accidents, incidents, damage and losses

•    Ensures that incidents are reported through prescribed 4Racing processes

•    Maintains vehicle incident records

•    Coordinates supporting documentation required for insurance claims.

•    Liaises with insurers, brokers, fleet providers and relevant service providers

•    Tracks outstanding claims and follow up on delays

•    Maintains records of vehicle damage and repairs arising from incidents

•    Monitors recurring accident / damage trends

•    Escalates material risks and repeated incidents

Fleet Supplier Coordination, Reporting and Continuous Improvement

•    Acts as the administrative point of contact with fleet management providers and relevant service providers

•    Monitors agreed service levels and turnaround times

•    Follows up on outstanding service, repair, licensing and administrative matters

•    Maintains records of supplier interactions and outstanding matters

•    Escalates service-provider performance issues to the Manager

•    Prepares monthly fleet performance reports

•    Reports on fleet availability, compliance, maintenance, utilisation, fuel and costs

•    Maintains accurate management information

•    Recommends improvements to fleet administration processes

•    Supports the implementation of fleet management systems and technology

•    Assists with fleet replacement planning by providing accurate vehicle age, mileage, maintenance and utilisation information

•    Supports procurement processes by providing operational fleet specifications and information where required

•    Ensures that fleet information is available for internal and external audit requirements

•    Compiles annual valuation reports of all vehicles for audit purposes

•    Participates in annual fleet audits for asset-tagging audit purposes

•    Provides inputs into the annual budgetary reports regarding the replacement of old fleet vehicles

•    Makes recommendations on the potential de-fleeting of vehicles