JOB SPECIFICATION: FLEET CONTROLLER

JOB PURPOSE

KEY RESPONSIBILITIES

1. Fleet Monitoring and Operations

• Monitor the fleet using vehicle tracking systems to ensure vehicles remain on route and deliveries are completed on time.
• Monitor driver performance and vehicle utilisation, including kilometres travelled, route adherence, excessive idling, speeding and other driving behaviour.
• Monitor vehicle turnaround times, waiting times and delivery performance to improve fleet efficiency.
• Maintain regular communication with drivers regarding deliveries, collections, delays and operational changes.
• Coordinate daily fleet activities to ensure smooth and efficient operations.

2. Vehicle Maintenance and Workshop Coordination

• Liaise with the workshop regarding vehicle breakdowns, servicing, repairs and preventative maintenance.
• Report vehicle defects and mechanical issues to the workshop and follow up on repair progress and expected completion times.
• Ensure vehicles are returned to operations following workshop repairs.
• Follow up on outstanding mechanical issues and ensure they are addressed promptly.

3. Fuel and Fleet Performance Monitoring

• Monitor fuel consumption and kilometres travelled to identify unusual variances.
• Investigate discrepancies in fuel usage, vehicle utilisation and driver performance.
• Identify operational inefficiencies and report concerns to management.
• Assist in improving fleet productivity and reducing unnecessary operating costs.

4. Fleet Administration and Compliance

• Ensure vehicle and driver documentation is maintained accurately and kept up to date.
• Monitor vehicle licences, permits, inspections and other fleet compliance requirements.
• Coordinate the reporting of vehicle accidents, damages and incidents.
• Ensure all required incident documentation is completed and submitted.
• Manage and follow up on proof of deliveries (PODs), delivery notes, waybills and trip documentation.

5. Customer and Driver Communication

• Communicate with customers regarding vehicle arrival times, delivery progress, delays and operational queries.
• Keep customers and relevant internal departments informed of delivery and collection updates.
• Provide operational support to drivers throughout the day.
• Be available telephonically outside normal working hours when required to assist drivers and customers.

6. Reporting

• Prepare daily, weekly and monthly fleet reports.
• Maintain accurate records relating to vehicle movements, kilometres, fuel consumption, maintenance and delivery performance.
• Report operational challenges, vehicle downtime and fleet-related concerns to management.

MINIMUM REQUIREMENTS

• Matric / Grade 12.
• Previous experience in fleet control, transport coordination, logistics or a similar operational role.
• Experience using vehicle tracking systems will be advantageous.
• Good understanding of fleet operations, vehicle maintenance coordination and transport documentation.
• Computer literate, with proficiency in Microsoft Excel essential.
• Good communication and customer service skills.
• Strong organisational and administrative abilities.
• Ability to multitask, prioritise tasks and work under pressure.
• Good problem-solving skills and attention to detail.
• Must be willing to provide telephonic assistance outside normal working hours when required.
• Valid Code 8 driver’s licence.

KEY COMPETENCIES

• Fleet monitoring and coordination.
• Excellent communication and interpersonal skills.
• Strong administrative and reporting abilities.
• Time management and organisational skills.
• Problem-solving and decision-making.
• Customer service orientation.
• Attention to detail and accuracy.
• Ability to work independently and within a team.
• Ability to remain calm and effective under pressure.