Fleet Specialist at Bidvest Facilities Management

ROLE PURPOSE

• Support all aspects of the Company fleet – owned, leased or rentals to maximize efficiency, increase productivity and improve safety for an organization's vehicles and drivers.

Effectively support the Fleet team in terms of:

• Management of fleet to keep the fleet running efficiently, highest up time and within budget.
• Support the Executive, Management and Strategy to achieve set out annual targets

MAIN OUTPUTS

Financial Management

• Assist in supporting the insurance process: expenditure and outstanding claims in line with finance requirements
• Accounts processing
• Ensure correctness of all invoicing
• Invoicing timing – processing in the correct month
• Efficient controls exercised over cash expenses
• Ensure upfront approvals by the correct level of authority
• Asset Management
• Maintain the master data base with relevant fleet details – driver name, ID, license, vehicle listing, etc.
• Assist in documenting all relevant information for fleet data
• Maintain reporting platform
• The KPI for this task will be measured against accuracy of data and sense of urgency

Customer and Stakeholder Management

• Client relations
• Support Executive to achieve positive CSI results
• Maintain and update the SPOC matrix to ensure continuity of business

Internal Controls and Administration

• Internal Controls
• Identify problems proactively and resolve timeously
• Effectively communicate any changes which affect direct / indirect team
• Administration
• Support and complete all administrative responsibilities
• Data integrity, driver files, vehicle files, cost center allocation.
• Insurance claim process
• Program management to migrate manual processes into technological solutions
• License and registration management – find ways to fine tune vehicle licensing procedure
• Vehicle tracking – ensure all vehicles are fitted with working tracking devices

Quality standards and Operations

• Quality Control
• Contribute towards continually improving all aspects of fleet service delivery
• Conduct monthly fleet inspections / audits as and when required
• Responsible to ensure vehicle quality standards are consistently maintained in accordance to SLA, regulatory standards, road safety of SA and company & client requirements
• Operations
• Distribution of all relevant fleet requirements – fuel cards, E-tags, licenses, traffic fines, proxy forms, etc.
• Vendor listing - windscreen repairs, tyre fitment center – liaise with Technical manager
• Adhere and ensure all process and regulatory compliance
• Fuel Management
• Support the management of generators and mobiles

QUALIFICATIONS / REQUIREMENTS / KNOWLEDGE / SKILLS / EXPERIENCE

The Applicant must meet the following requirements:

• Grade 12 (Matric) 
• Tertiary qualification in logistics, fleet or supply chain management
• Industry related diploma / degree
• Driver’s License - Code B
• Minimum of 3-5 years’ experience in fleet management environment
• Logistics / Distribution and Fleet Management
• Financial Management
• HR/IR Management
• Supply Chain Management
• (ISO) 9001:2008 Quality Management Knowledge
• Adept in all MS office applications
• Intermediate Excel proficiency will be advantageous
• SAP proficiency will be advantageous
• Up-to-date knowledge of SA road traffic regulations
• Abide by OHASA

FUNDAMENTAL COMPETENCIES

• Success driven
• Self-awareness
• Self-management
• Results / Output orientated
• Social awareness
• Integrity
• Continued Learning
• Operate with sense of urgency
• Ability to negotiate tactfully
• Able to function autonomously
• Adaptable and flexible
• People skills
• Multicultural awareness
• Business Acumen
• Analytical
• Problem solver
• Create your own framework
• Systematic
• Anticipate and solution
• Customer service orientation
• Self Confidence
• Positive attitude
• Communication
• Team Player
• Time management
• Coping with pressure
• Ability to accept constructive feedback
• Strong work ethic – reliability