Fleet Management Co-ordinator at Omnia (Pty) LTD

ROLE IMPACT

• The Fleet Management is responsible for planning, directing, managing, coordinating, and supervising the programs for acquisition, assigning, utilizing, maintenance, repair, replacement, and disposal of all BME fleet vehicles. The fleet comprises of LDVs, minibuses, full size buses, trucks and other equipment such as trailers & related accessories. 

KEY RESPONSIBILITIES

Fleet Management

• Licensing and registration of new vehicles that are purchased/assembled by BME
• Coordinate all fleet required paperwork for export vehicles including police clearance, border permits and required information
• Monitor the fleet health, ensuring all DriveCams are working and online & tracking devices reporting mileage & hours on the ERP as required & scheduled maintenance is performed and captured on the ERP
• Weekly review of the fleet management reports & driver behaviour reports with actions to follow up with relevant site management, SHERQ and HR to close out exceptions
• Monthly review data captured on DriveCam & Netstar to ensure accuracy and escalate where incorrect data is captured by sites
• Provide updates and improvements on the fleet management policy and fleet related procedures
• Provide prompt responses to all fleet queries and issues, escalating where necessary
• Sign off on vehicle transfers and relocations on the ERP ensuring pre delivery inspection sheets are signed and accepted
• Taking ownership and closing out of fleet related audit actions and queries Handle the insurance claims process for the various operational sites, responding to queries and other requests for information timeously

Safety and Risk Management

• Conduct regular audits at sites where the fleet is deployed, checking on the condition of the fleet, filling in of trip logs and compliance with the key & fleet card register amongst other verification exercises. Manager (Asset Care)
• Fleet Management Coordinator
• Accountable for the fitment and upkeep of safety tracking devices in all fleet vehicles ensuring new vehicles are fitted with the appropriate controls prior to delivery to end user sites.
• Participate and lead incident investigations, reported near misses, traffic fines, flagged transactions and submit reports
• Ensure full legislative compliance for the entire BME fleet including all licensing, official registrations and de-registrations upon disposal of a fleet unit.
• Responsible for ensuring all licensing, roadworthy and insurance details of all fleet vehicles is in place at all times.
• Participate in divisional SHERQ activities as and when required.
• Identify areas of risk in the fleet and develop measure to eliminate, reduce and control them.
• Manage and track compliance with the traffic fine management system on the ERP ensuring all fines are captured and follow ups are conducted with responsible site managers and drivers for the traffic fines to be paid.

Financial Management and Efficiencies

• Active involvement in fleet purchasing, maintenance options and disposals in adherence with Group procurement policy.
• Hold direct relationships & drive efficiencies on purchases, spares holding & preferential rates with majority fleet providers to BME.
• Ongoing review and alignment of the ERP asset register with site changes ensuring invoicing for vehicles is allocated to the correct sites.
• Sample and vet workshop job cards to check for quality of the work done and for benchmarking
• Detailed review of fleet spend report from ABSA and keeping a register of anomalies/exceptions for further investigation
• Review fleet management quotations and sign off on quotes for repairs to vehicles as submitted for approvals.
• Ongoing review of BME workshops vs external service provider performance on fleet repairs & maintenance.
• Identify areas of cost optimisation and deliver improvement projects including new technology, new offerings form service providers and the latest from the professional fleet management communities.
• Monitor, analyse and report on unscheduled downtime, unplanned expenditure and similar cost lines to reign in negative trends. 

People and Service Provider Management

• Take personal responsibility and leadership to ensure departmental objectives are met.
• Hold monthly performance management review sessions with representatives from the key contracted service providers (Drivecam, Netstar, WTW Insurance, and ABSA Fleet)
• Ensure reviews are conducted with ad hoc service providers such as towing companies, tyre repair companies & other ad hoc service providers.

MINIMUM REQUIREMENTS

Qualifications

• Bachelor's Degree, 3year Diploma or equivalent qualification in related field.
• Mechanical Knowledge and Experience

Experience

• 5 years demonstrated experience in fleet management environment
• Experience working with mining clients
• Experience in transportation of dangerous goods, specifically explosives
• Dynamics D365
• Isometrix

Key Competencies

• Knowledge in creating and establishing fleet policies and procedures, from vehicle assignment to replacement cycling, accident reporting and insurance claim management
• Knowledge in high-level reporting and presenting to senior management
• capability to negotiate and influence multiple stakeholders of internal and external origin
• In-depth knowledge of NRTA and AARTO
• Experience with fleet monitoring and tracking technologies (DriveRisk, Netstar, Fleet Cards)