Fleet Manager (12 months contract)

REQUIREMENTS:

• Matric or equivalent
• A degree/diploma in fleet or transport management
• 5 and more year’s extensive experience in a fleet management environment
• Willingness to travel and work overtime as and when required
• 24/7 availability (cell phone allowance)

Knowledge/Exposure:

• Business/corporate environment: Sound knowledge of the business environment, the relevant role players within the business and their key responsibilities and outcomes.
• Fleet management: Sound working knowledge of fleet processes and controls. To be able to analyse, report and recommend solutions to improve processes.
• General Management: Knowledge and exposure to lead, motivate other people, set policies, build relationships, and manage results
• Fleet Industry exposure: A thorough technical and operational understanding of all vehicles relating to vehicle mechanical work required including vehicle servicing, must have the ability to scrutinize service provider quotes to ensure best value is achieved for company and to avoid any fruitless and wasteful expenditure.
• Financials: A good understanding of fleet budgets and monthly reporting on all areas of expenditure

Skills/Competencies:

• Advanced Excel: Ability to create new templates for reporting according to the relevant requirements.
• Microsoft Office: Ability to make use of PowerPoint and Word for reporting and documenting process and policies.
• Communication: Ability to compose and exchange information in a clear and concise manner.
• Collaboration: Ability to work effectively through others in the company outside of the formal line of authority.
• Influence: Ability to use interpersonal skills to inspire and guide individuals towards goal achievement; changing behaviour to accomplish required output.
• Analytical ability: Ability to collect all relevant information, identify key issues from the information base. Relates and compares data from different sources to identify cause, required solutions and cost effectness.
• Attention to detail: Accomplishes a task showing concern for all components involved, regardless of apparent relevance. Pays attention to all aspects of the job, accurately checking processes and tasks. Maintains vigilance over whole tasks/process from start to finish.
• Work standards: Ability to set high standards of work performance for self, others and the company; being dissatisfied with average performance; imposing standards of excellence on self, rather than having standards imposed by others.
• Organisational learning focus: Ability to create an organisation climate that encourages people to learn from their successes and failures.
• Problem solving: Ability to identify, analyse and solve problems and issues in a timely and effective manner.

Attributes:

• Adaptability: Ability to adjust to change in the workplace and still maintain effectiveness.
• Customer orientation/focus: Ability to listen and understand customer requirements and anticipate customer needs. Gives priority to customer satisfaction.
• Resilience: Ability to handle disappointment/failure or stress whilst retaining the motivation to succeed.
• Teamwork: Ability to contribute to team development and performance in achievement of a goal, while demonstrating consideration for the feelings and needs of others and being aware of the effect of one’s behaviour on others.
• Strong Decision Making: Ability to choose the best course of action after carefully analyzing and examining the available options and the given circumstances.
• Assertiveness: being able to stand up for your own or other people''''''''s rights in a calm and positive way, without being either aggressive, or passively accepting wrong.

KEY RESPONSIBILITIES:

Fleet Management

• Maintaining and ensuring of company fleet database is up to date and accurate.
• Managing the company Carpool process:
  • Car bookings, schedules, logbooks and costing
• Ensuring vehicle license renewals is timeously expedited with the relevant licensing authority. The license discs are obtained and furnished to the relevant departments prior to expiry of the license disk and the receiving department must sign acknowledgement of receipt of each disc.
• Public Drivers Permit (PDP) – Annual renewal applicable to horse transport drivers.
• Ensuring all company vehicle fines and infringements are attended to and resolved with the department and traffic authority. The proof of payment for the fines should be furnished to the fleet department and HR.
• Unpaid fines must be communicated to employees and their relevant line manger to address and resolve as this will result in a summons, warrant of arrest being served and vehicle renewal license disc being withheld by licensing department.
• De-registering of vehicle if the vehicle is written off. Request for bids of the highest offer with the accepted approval from CFO and disposal of vehicle.

Fuel Management

• Fuel funds – ensure monthly top up (FNB eWallet credit card) is topped up with the required monthly approved amount.
•  Check and audit departments monthly. eWallet fuel recon per vehicle to be submitted by the relevant departments. Compare vehicle tracking report and vehicle fuel slips to ascertain fuel usage cost and any private use.
•  e-Toll Pre-Funded account – ensure monthly fund tops is timeously approved and expedited. Track all e-Toll charges in line with e-Toll vehicle statement and vehicle tracking report. Verify and report any abnormal e-Toll transactions.
• Analysis and reporting monthly on fuel consumption per racecourse plant and machinery all items consuming (petrol or diesel).
• Monthly obtaining data from each oncourse fuel management reporting software create graphs showing monthly spend per item category.
• Compile monthly statistics of all fuel procured from vendors and record weekly fuel balances.
• Horse Transport (Trucks) - analyze monthly fuel consumed per truck use oncourse fuel management reporting vs the actual literage of fuel procured and delivered, utilize vehicle tracking report to calculate daily and monthly KMS travelled per truck together with associated monthly cost incurred.
• Obtain and record weekly fuel balances compare manual balance vs electronic reporting balance.

 Vehicle Tracking and Driver Behaviour

• Ensure poor driver behaviour is timeously analyzed and reported to the relevant line manager and HR and the required action taken to improve and maintain good driving.
• Create set routes for horse transport drivers to adhere to any emergency routes taken by a driver must be timeously communicated and authorized by the horse transport coordinator.
• Driver Check (Horse Transport) independent reporting of any bad driver behaviour incident based, any reported incident must be timeously communicated to the relevant line manager and investigated and where required the appropriate sanction applied to remedy.
• Conduct continuous training and development of drivers and staff

Liabilities – Maintenance, Accidents and Theft

• Manage the process of accidents and insurance claim submission.
• Do internal investigations for theft, accidents and other to ensure there is no negligence on the part of the employee.
• Send accident damaged vehicles to accredited repair centers to evaluate and obtain quotes. Ensure and finalize the process of quote submission, approvals, purchase orders, commencement of repairs and settlements.
• Communicate with the relevant department and keep them up to date on status of repairs.
• Sourcing and onboarding of reputable service providers for the servicing and maintenance of the company fleet. The onboarding must be in line with the company’s vendor compliance and approval process.
•  Negotiate with service providers for a fair labor rate and parts discount.
• Manage fleet database in conjunction with vehicle tracking report to establish when next vehicle service is due.
• Screen all service and repair quotes either submitted by dealers or accredited repair centers and query all items of concern to ensure our company is billed correctly.
• Effectively and timeously manage the process of vendor quotes submission, approvals, order capturing and approvals in line with company authorization approval matrix.
• Ensure vendor settlements and proof of payment sent to vendor on time.
• Ensure all queries and vendor disputes are professionally addressed, tracked, and resolved on time.

General Fleet Management Reporting

• Ensure on a monthly basis, departments line managers or their executive are furnished with a consolidated vehicle spend report reflecting per vehicle the fuel cost, maintenance cost, etoll cost, license cost and any other associated cost.
•  Ensure vehicle policy is communicated to all employees and each employee signs acknowledgement.
• Recommend changes to policy in line with business and legislature changes.
•  Engage with human resources for policy amendment and circulate amended policy to all employees concerned.
• Other Duties as required by Business – weekly and monthly reporting to line manager.

Live up to Phumelela’s Professional Standards

• Creates a sense of urgency
• Shows integrity in dealings with vendors and staff
• Shows commitment to service excellence
• Promotes and implements innovation
• Strives for excellence in customer service
• Actively recognize the importance of people