Workshop Manager at andBeyond

Duties and responsibilities

• Fleet Management
• Generators
• Administration
• Workshop Staff

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.
• Quality control and testing of vehicles. 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 group Fleet Manager on major repairs.
• Update Reserve management on condition of fleet and advise when equipment becomes costly to maintain.

Generators & Infrastructure

• Oversee maintenance and servicing of all standby generators
• Always ensure generator reliability and readiness

Administration

• Month End
• Stock Take
• Responsible to do a physical month end count with the WORKSHOP STOREMAN
• Submission of stock value is sent to finance/accounts together with recharges at the end of the month.
• Recharges
• Spares & Parts
• PANStart – andBeyonds Finance, Recording & Management System
• All invoices for goods received to be captured in PAN 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 Quick Book 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
• Telephones
• Responsible for the workshop telephone and cell phone
• Personal calls to be deducted from company cell and landline phones.
• Petty Cash
• Submit a monthly reconciliation to accounts/finance of the workshop petty cash
• Ensure safe keeping of petty cash in the workshop office
• Workshop Expenses Budget Line
• Responsible for this budget line
• Report queries on Management Accounts and Ledgers to the Reserve manager or Financial Controller
• 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
• 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.

Sustainability Reporting

• Take ownership of workshop-related sustainability reporting, including tracking fuel usage, generator performance, and waste management
• Maintain accurate records to support internal reporting, audits (including Eco Audit), and compliance requirements
• Identify and implement opportunities to improve operational efficiency and reduce environmental impact within workshop and fleet operations
• Drive initiatives to improve fleet efficiency and reduce environmental impact in line with &Beyond sustainability commitments
• Ensure compliance with environmental best practices in the handling and disposal of oils, parts, and hazardous materials

Workshop Staff

Recruitment

• Responsible for hiring and vetting of all workshop staff.
• Responsible for induction of staff/filling in all necessary paperwork associated with hiring of new staff
• Ensure that all workshop staff have a Letter of Employment
• Provident Fund forms are signed and completed
• All other necessary staff file paperwork (Medical Aid/ID copies/bank accounts/salary is communicated to HR/Payroll accounts
• 3 month performance reviews are completed on their due date and record sent to HR

Staff Development/Motivation

• Ensure that all workshop staff has the technical know-how to repair vehicles/plant & perform their jobs efficiently.
• If lacking need to do training.
• Identify growth opportunities for workshop staff.
• Have regular team building exercises with workshop staff.
• Six monthly performance reviews done with all Workshop Staff members and filed with HR.

Control & Discipline

• Responsible for giving permission and controlling all workshop staff visitors.
• Responsible for dealing with any workshop staff disciplinary issues.
• Day to day management of workshop staff.
• Familiar with &Beyond Disciplinary Policy and Procedures.

Communication

• Responsible for communicating relevant information to staff through formal meetings weekly or as and when required.
• Updating the workshop notice board with relevant information pertinent to the workshop staff.

Time Book

• Responsible for the Workshop Staff timebook

Leave

• Responsible for Workshop Staff leave cycles and recording of leave.
• Keep track of staff sick leave, family days.

Health, Safety & Compliance

• Ensure full compliance with health and safety standards within the workshop
• Maintain safe working conditions, including proper use of PPE and certified equipment
• Ensure all staff are trained and competent in equipment usage
• Maintain first aid readiness and emergency preparedness
• Uphold company policies and procedures at all times

SKILLS REQUIRED:

• Communication skills - with guests and fellow staff members
• Standard of your work must exceed
• Good organisational ability
• Lateral thinking ability
• Initiative
• Must adhere to World Class Hospitality and Service Standards
• Professional, courteous
• Must be able to lead people and correct things when needed
• Honest, have good integrity, proactive and driven person who has career ambition

KNOWLEDGE REQUIRED:

• Hospitality
• Environment
• The surrounding communities
• The country
• Company Knowledge (&BEYOND as well as Wild Impact) is advantageous
• Valid unendorsed SA driver’s license essential & PDP

PREVIOUS WORK EXPERIENCE REQUIRED:

• Must have at least 3 – 5 years’ experience as a Manager in a similar sized operation.
• Must be experienced/qualified in all vehicle mechanics
• Able to handle pressure, and still operate effectively
• Energetic, proactive person
• Good interpersonal skills – able to function as part of a team
• Attention to detail and initiative
• Diligence and self-motivation to meet deadlines and keep on top of your job
• Willingness/ability to share information and teach and inspire others