Fleet Controller at Phakisa Group

JOB PURPOSE

• The Fleet Controller will be responsible for monitoring and coordinating daily fleet operations to ensure vehicles operate efficiently, deliveries and collections are completed on time, and drivers comply with operational and safety requirements. The role involves tracking vehicles, communicating with drivers and customers, coordinating vehicle maintenance, monitoring fleet performance, and maintaining accurate fleet documentation and reports.

KEY RESPONSIBILITIES
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.

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.

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.

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.

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.

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.