Fleet Controller

Fleet Controller Centurion / Midrand

Our client in the retail industry is looking for a Fleet Controller to effectively manage Warehouse deliveries, collections, IBTs, asset management, Tracker management, risk controls and accountable for the overall Warehouse operation and Management of staff. Ensuring positive impact and high levels of customer satisfaction and profitability.

Scope of the role:

Manages staff and the overall operation of the Fleet ensuring the safe and effective measure to ensure you a support to the logistics team and drivers/ Fleet.

Responsibilities:

Improve Customer Service & Customer Experience:

Develop and maintain a positive relationship with internal and external customers and suppliers seeking ways to enhance customer satisfaction through effective distribution techniques and proactive error identification.

Respond and deal timeously to all internal and external queries and complaints by email and telephone, any complaint not resolved after 48 hours must be reported to the Branch Manager.

Ensure efficient and effective planning of the receipt, order, assembly, storage and deliveries of Warehoused goods as well as the collaboration with other branches.

Be the client contact for deliveries and ensuring delivery forms are signed only upon satisfaction of the completed order.

Ensure quality control with the use of check by comany stickers on receiving and dispatching of products, deliveries, collections and internal branch transfers (IBTs).

Maintain & Improve Efficiencies:

Accountable for general administrative duties and to complete and submit all necessary paperwork in a timely manner.

All clients to be contacted a day prior to scheduled delivery via SMS or telephonic.

Proper handover between Manager and Assistant Manager between off days and leave days.

Review daily reports taking appropriate action as required and providing feedback to Management advising on needed actions or solutions.

Plan and organise the yearly June stock take throughout the year e.g. stock labelling.

In June ensure the Warehouse is fully prepared for the yearly stock take.

Ensure you are a support to the drivers in the field to ensure they have the effective service to clients.

Control Warehouse orderliness and cleanliness and ensure optimum space utilization.

All courier collections must be checked and signed off by Supervisor and or controller and or Manager ensuring the 4-eye principle checked by 2 people.

Employees checking courier collections will be held personally liable for any additional courier costs required to rectify incorrect deliveries.

Locate areas of improvement and propose corrective actions or effective solutions and sharing this knowledge with other branches.

Ensure that all invoices received for payment must comply with SARS requirements of a Tax Invoice. This will also apply on purchases where a credit card or cash is used.

Manage and supervise exhibitions and shows - set-ups and breakdowns.

Undertake any other reasonable tasks as may be requested from time to time.

People Management:

Engage in regular staff meetings to communicate, motivate, organise and encourage teamwork within the Warehouse to ensure productivity as well as disciplining of staff if required.

Ensure all staff reporting to you adhere to their Job Descriptions.

Promote an environment of respect, honesty and trust holding team members accountable for their actions.

Manage, lead and motivate the Warehouse staff to create a culture of team spirit and working together with fellow colleagues and Management.

Make sure daily registers are completed and correctly submitted to Management bi-weekly/monthly.

Investigate any misconduct related matters to find out what really happened and to establish whether there are grounds for disciplinary action.

Ensure adequate personnel at all times and establish staff requirements adhering to the recruitment process and engaging in the interview and hiring of Warehouse staff.

Monitor staff performance and progress by conducting staff performance appraisals and identifying any personal development and training needs.

Ensure the Warehouse is fully manpowered and sufficient staff available during the months of June, November and December.

Set up a monthly working and leave schedule to maximise and manage the Warehouse staff effectively and efficiently.

Ensure that the company policies and procedures are adhered to and consistently applied at all times.

Demonstrate commitment to Employment Equity, Equality and Diversity.

Fleet Management:

Ensure that vehicles are in accordance with Road Traffic Control Act.

Manage fuel expenses MTD/YTD and ensure effective use of the Tracker report.

Ensure the daily tracker is monitored and feedback provided to management on any irregular activities.

No driver is to deviate of his route without consent from Management.

The company vehicle is not to be used for private use unless authorised by Senior Management or Directors of the company.

Check company vehicles on a daily basis ensuring they are kept in a good and clean condition inside and outside at all times.

Ensure services on all vehicles on due Kms as well as the maintenance of the vehicles which includes tyres, exhaust, windscreen, fire extinguishers and number plates etc.

Ensure fleet Management controls are monitored and reconciled monthly.

Report any vehicle issues e.g. accidents, breakdowns etc. to Management.

Ensure and maintain that all drivers have valid PDPs and Drivers licenses and following up on renewals.

Ensure and maintain that all company vehicles have a valid licenses and following up on renewals on COF & licenses.

Plan in advance the fleet requirements for the busy period of November and December

Fleet to be managed on services, licences, COF breakdowns.

All vehicles maintenance eg services, repairs to be planned and actioned as per service intervals and unforeseen breakdowns.

Liaise with suppliers and obtain 3 competitive quotes, always get authority from Management to sign off on all expenses.

Daily planning of deliveries and optimize the use of effective planning to ensure you all clients orders are delivered.

Ensure all drivers are checked on a regular basis and arrival times to ensure you authorise a vehicle to be used as means of transport only after 7pm.

Daily manifest to be done and sent out no later than 08:00am the next day.

All logbooks to be completed daily and correctly by the drivers.

All drivers is to sign for any company assets and to be kept on file, eg tools, GPS etc.

Health & Safety:

Identify any health and safety problems reporting any security breaches or irregularities to Management.

Inspect and oversee the maintenance of vehicles, machinery, equipment and buildings.

Ensure that any health and safety problems are resolved in a timeous manner, and provide feedback on any health and safety matters to the Health & Safety Committee.

Adhere to prescribed distances of Occupational Health and Safety Act for example; no merchandise to cause obstruction of fire extinguishers, emergency exits or walkways for disabled persons making it difficult to see or access them.

Cameras to be checked weekly ensuring they are operational with no obstructions.

Where applicable goods hoist must always adhere to the prescribed Health and Safety Act.

Arrange inspections and service of fire equipment, sprinkler system and valves on due dates as required.

Ensure that all Occupational Health and Safety Act requirements and procedures are strictly adhered to achieve a zero Injury on Duty (IOD) incident rate and the completion of IOD Forms when required.

Responsible for the Management of Pest Control as required.

Ensure the Recycled Bins are collected on a timeous manner.

Weekly inspection of all toilets in staff quarters for any maintenance required as well as cleanliness and hygiene, dealing with these in a timely manner.