Job Ref #: FleetSpecialist - PTA002
Industry: Logistics
Job Type: Permanent
Positions Available: 2

Job Description

Quality control
• Adhere to SOPs regarding security systems and vehicle systems
• Report malfunctions to management immediately
• Perform all system repairs to match installation standards
• Refer malfunctions that are out of your scope to the approved service provider and manage the process within the agreed upon SLA.

Preventative maintenance: Systems
• Compile and implement a preventative maintenance program.
• Conduct preventative maintenance on all vehicle equipment in the fleet.
• Report on any system maintenance conducted and the requirements for equipment replacement to the fleet controller.

System repair and technical support: PC & Base station equipment and vehicle systems
• Maintain conformance to the latest software update requirements and provide support to the SBV Service Desk in downloading updates to PC’s and vehicles.
• Inspect base station equipment on a weekly basis and corroborate that end users are performing according to the correct procedure and the stability of the equipment.
• Request replacement equipment where faulty equipment is detected.
• Maintain and update a version control log.

• Test and troubleshoot defective electronic equipment and wiring and where possible, repair all vehicle systems according to the agreed upon SLA’s.
• Control spare stock and manage the allocation, billing and replenishment of this stock on a weekly basis.
• Adapt existing electronic equipment to specialized needs.
• Create and maintain records of work accomplished

Fault report Management
• Manage the end to end fault reporting through the SBV prescribed platform.
• Report any critical system failure to the Regional Fleet Coordinator and the National Systems Manager.
• Complete the return process and documentation for the return of faulty components in conjunction with the National Systems Manager.
• Follow up on replacement spares.
• Compile a monthly trend analysis of faults in order to identify stability of the system and submit to the National Systems Manager

Logistical support
• Collaborate with the National Systems Manager to co-ordinate the removal of equipment that can be re- used.
• Asset management including disposals and transfers to be done in conjunction with the Fleet Controller.
• Daily system tracking checks to be reported to the National Systems Manager.
• GPSI run files to be maintained and updated regularly.

New development and retrofitting of systems
• Provide input and Support when testing new systems as per the agreed specification through the inspection of functionality and installation quality.
• Schedule and manage the installations of the systems in the field and escalate any discrepancies to the National Systems Manager and the Regional Fleet Coordinator.
• Follow up on re-work until stability is obtained.
• Replace faulty hardware and the re-program software to provide a reliable product/system.

Training

• Provide training to the mechanical/fleet staff regarding first line fault finding and maintenance.
• Provide training to relevant operational staff on the procedure and utilisation of systems on board vehicles as well as the control room.
• Assist in the training of new recruits during the CITPO course at the Centre / Region.

Administration
• Performs annual audits of systems at the Centre and submit findings to the National Systems Manager
• Make recommendations in terms of cost savings initiatives with regards to systems
• Arrange for payment of invoices in accordance with company policy

Balances and maximises utilisation of the fleet according to the centres needs

• Track the centre fleet performance and maintenance against set benchmarks and strategies and suggests and motivates new improvements
• Schedule the centre’s vehicles for different types of services / repairs as prescribed by the Fleet policy / support office instructions
• Monitor the scheduled maintenance plans for optimal availability of vehicles

• Monitor that daily running and electrical fault repairs are carried out at the centre when necessary and small problems on the vehicles are attended to before it is escalated
• Deal directly with external service providers to assist with repairs according to the agreed upon SLAs and guidelines
• Report on possible vehicle replacements to the Regional Fleet Coordinator in accordance with the replacement plans
• Co-ordinate the repair / replacement of sub-systems with the relevant service providers, SBV System Technician and Regional Fleet Coordinator

Vehicle management and administration
• Plan and execute registration, de-registration, re-registration, renewal of licensing and vehicle Certificate of Fitness (COF) of vehicles in order to comply with legislation and company policy and procedure
• Confirm that suppliers and internal repairs adheres to Repair Authorisation processes with the relevant service provider, and escalate where necessary
• Verify that each vehicle has a vehicle log book as well the relevant accident procedure information
• Communicate to Management and Drivers any changes to company fleet policy, procedures and legislation
• Communicate to Management and Drivers regarding any implementation of new mechanical and electronic innovations
• Identify training gaps within one’s area, reporting gaps and making recommendations to the Regional Fleet Coordinator
• Manage the process of maintaining and replacing vehicle parts at centres to maintain a high level of service quality and cost effectiveness, including butnot limited to: lubricant and tyre stock
• Maintain vehicle asset registers and submit changes to Regional Fleet Coordinator
• Calculate and report on each vehicle variable operating cost on daily basis to identify potential causes for high fuel usage
• Plan fuel saving initiatives at your centre in conjunction with the Regional Fleet Coordinator and relevant manager at the centre
• Investigate fuel theft and usage outside of agreed norms and report incidents to management for further action
• Perform spot checks to verify that fault diagnosis is done correctly before repairs are authorised
• Check all supplier and repair invoices to verify that invoices are signed off by management prior to requesting payment

Tyre Management
• Execute random tyre pressure tests during daily vehicle inspections and reiterate the relationship between correct tyre pressure and financial implications
• Adhere to company policies and fleet policy with regards to tyre management
• Investigate and report on any irregularities which involve missing tyre stock
• Plan and execute tyre replacements of all vehicles categories for maximum vehicle availability and less on- the-road repairs
• Monitor credits received for all tyre casings handed over to suppliers and manage tyre scrap by providing an analysis

Driver Management
• Responsible for Monitoring that all drivers are in possession of a valid driver’s licence with PDP throughout the year
• Compile and distribute reminder letters with regards to renewing drivers licences that are reaching expiration date
• Verify that all drivers have undergone the applicable drivers training and have been competent prior to a vehicle being allocated to them
• Recommend drivers for retraining after reviewing all information pertaining to driving habits vehicle maintenance and repair cost
• Responsible for the implementation of daily vehicle safety checklists to monitor whether drivers know and understand the importance of vehicle safety checks
• Continually monitors driver results from the tracking and other available system in relation to speed, harsh braking or harsh acceleration, escalate to operations where applicable
• Report driver misdemeanour to Regional Fleet Coordinator for remedial action
• Only allocate vehicles to drivers with valid PDP’s and Driver’s licenses
• Responsible for redirecting all driver related fines to the appropriate driver and following up on progress
• Brief all drivers and Managers in terms of AARTO and the implications it has on the business
Accidents and breakdowns
• Report or redirect accidents and insurance related queries to the Fleet Insurance Administrator immediately
• Liaise with towing companies, supplier networks and in–house mechanics when there are operational breakdowns

Administer and maintain all relevant reports
• Submit variations report in respect of vehicle expenditure to Regional Fleet Coordinator and relevant management at the centre on a weekly basis.
• Record all downtime hours per vehicle, the reasons for downtime on the applicable fleet system and report to the Regional Fleet Coordinator and Centre CIT Manager on a monthly basis
• Conduct daily vehicle inspections with the focus on vehicle safety and preventative maintenance and provide a fault-finding status report to the relevant stakeholders
• Reconcile Fuel, Oil and Toll fee reports provided by the service provider on a monthly basis Reconcile Maintenance reports provided by service providers on a monthly basis, and verify that all vehicle maintenance costs have been correctly allocated to each vehicle
• Compile and submit a daily report of vehicle availability status to Regional Fleet Coordinator and relevant management at the centre
• Subscribe and align to SBV Services' ISO 9001:2015 Quality Management Standards, ensuring the department’s processes and quality management system is at all times in compliance with the standard.
• Support SBVs ESG journey, reporting on and managing the ESG requirements to ensure a positive reflection and outcome.

Drive the organisation culture
• Drive the department’s values while inspiring confidence and generating excitement, enthusiasm and commitment towards the mission.

Lead as an Ambassador and executor of Change
• Act as a change management architect in periods of change to ensure business continuity.
• Manage the integration of business units into a seamless end to end solution for customers.
• Effectively communicate and embed new processes and procedures as they occur, addressing or escalating matters/ concerns to the SME’s (subject matter experts) when required.
• Facilitate the necessary presentations, workshops, or forums to ensure consistent and accurate communication is given across one’s portfolio.

Job Requirements

Minimum Requirements: Work Experience

• 2-years’ experience with 1-year systems management experience in a fleet / logistics environment

Minimum Requirements: Education
• Grade 12
• Exceptional technical and computer skills
• Code 10 Drivers Licence and PDP