Fleet Manager (Sossusvlei Desert Lodge - Namibia)

SUMMARY:
Fleet Manager of the Vehicles and plant inspections

POSITION INFO:

&Beyond is built, almost entirely, on the strength of remarkable people who give passionately to their roles, work tirelessly, and have the guest experience at the core of their focus daily and care of the sustainability of our communities and environment.  Every single '&Beyonder' makes a huge difference to our success and our contribution to the world, regardless of their role or function. For this reason we choose '&Beyonders' very carefully - they are the strength and the future of this company.

KEY OUTPUTS:

Fleet Management

• Vehicle & Plant Inspections
• Service Schedule
• Services of Vehicle & Plant
• Ensure maximum turnaround of vehicles in the workshop
• Minimize down time of all vehicles
• Ensure that workmanship is of the highest possible standard
• Required to drive as many of the vehicles on the reserve at least once per month
• Test drive every vehicle that comes out of servicing - to ensure that every vehicle has been serviced/repaired to the highest standard
• Liaise with H.O.D's on any large costs and/or delays in vehicle repairs
• Ensure that game drive vehicles are presentable "in the eyes of the guest" at all time
• Follow up on all outsourced work and ensure that it is of the required standard
• Liaise with General Manager on major repairs
• Update Reserve management on condition of fleet and advise when equipment becomes costly to maintain
• Regular visits to Quads, E-bikes to check on requirements and standards
• Continual monitoring of vehicle and generator maintenance records, updating service records and ensuring correct maintenance procedures are followed
• Monitoring fuel usage and logging of all fuel records - reviewing and implementing improved systems to improve fuel consumption
• Continuously strive to improve operational systems and procedures involving vehicles, decrease vehicle down time and improve the standards and condition of the fleet.
• Work closely with other departments from a logistical point of view
• Work closely with ranger trainers and implement courses for drivers / rangers in order to improve the guest experience and improved driving skills
• Communicate regularly with lodge manager regarding fleet upkeep and operation at the lodge
• Ensuring the lodge workshop are clean, organised, stocked and well looked after
• Preparing budgets - current maintenance costs, proposed future costs, fleet replacement etc.
• Ensure stock controls are implemented, controlled and minimum stocks are adhered to
• Provide immediate and prompt support to the lodge
• Communicate with all walks of life - from 5 star guest to lodge manager to workshop manager to workshop cleaner
• Renew and maintain all legal documents per vehicles - insurance, roadworthy inspections
• Supervise workshop staff at lodge

Generators

• Responsible for the maintenance/servicing of all standby generators
• Ensure that they are always in good working order and are reliable

Administration

• Month End
• Stock Take
• Responsible to do a physical month end count with the workshop
• Submission of stock value is sent to finance/accounts together with recharges at the end of the month
• Recharges
• Ensure that all spares coming out of the storeroom are fitted on the vehicles
• All spares are charged out to the vehicles that they have been fitted onto 
• All recharges are sent to the accounts/finance team at month end
• Compile a summary of recharges at the end of each month - this is sent to finance/accounts team
• Spares & Parts
• Responsible for the ordering of vehicle spares and ensuring that company is not overpaying for parts
• Make sure that spares ordered are received
• Invoices processed and submitted timorously for payment in the same month of receiving goods
• Ensure that a healthy par stock is maintained 
• Ensure that the storeroom is secure at all times and there are tight controls
• Make sure that all stocks are secure and that there is no pilferage
• Panstrat
• All invoices for goods received to be captured in quick-books as soon as possible but within the same calendar month of invoice date
• All stock on quick books to be allocated to the correct vehicle
• At month end all invoices are closed, printed and placed in the correct vehicle files
• Back up the Panstrat file onto an external hard drive every month
• Vehicle Files
• Create & Maintain a file for every vehicle
• Job cards and invoices to be filed at the end of every month into the relevant vehicle file
• Invoice Files
• Create & maintain a file for all invoices
• To be filed as per supplier
• Vehicle Licensing
• Ensure that all vehicles are licensed and road worthy
• Create and maintain a separate file for all vehicle log books and licenses
• Workshop Expenses Budget Line
• Responsible for this budget line
• Report queries on Management Accounts and Ledgers to the Reserve manager or Financial Controller

Workshop Staff