Area Fleet Controller

Definition of “fleet”: “Fleet” includes all passenger vehicles, trucks, trailers, buses, delivery vans and any other wheeled equipment like lifting equipment which is used for delivery of goods, transporting personnel, maintenance, and material handling.

A.    Fleet administration.

1.     Registration of vehicles.

The controller is responsible for ensuring that the registration of the vehicles is renewed within 45 days before expiry.

2.     Motor Vehicle Periodic Inspection.

             The controller is responsible for ensuring that the

             MVPI is renewed within 30 days before expiry.

3.     Vehicle operations (weight) card.

             The controller is responsible for ensuring that the

             Operation card is renewed within 45 days before expiry.

4.     Vehicle assignments and returns.

             The controller is responsible for ensuring that vehicles are assig-

             ned to the user and returned from the user as per company policy.

B.    Accidents and theft insurance claims.

1.     The controller is responsible for handling all accident or theft cases of the fleet from the time of the occurrence of the incident up until the asset is repaired or the theft case has been resolved.

2.     Ensuring to receive all necessary documentation necessary as required by the company insurer.

3.     Direct instructions to the liaison officer.

4.     Communicating with the Fleet Controller/ Accident administrator/Insurance department and /or directly with the insurer where necessary.

C.    Violations

1.     The controller will be responsible for handling the traffic violations and TGA violations as per instruction or request from the workshop administrator who summarizes and completes all transactions pertaining to violations.

2.     Through correct and updated record of vehicle assignments he must provide the name of the user of the vehicle at any given time of obtaining a violation.

3.     He will ensure steps to minimize violations through training and pro-rata actions against drivers who will continuously receive violations or obtain violations because of gross negligence or unacceptable behavior.

D.   Fuel records and consumptions.

1.     The controller will keep the necessary record of all fuel filling and the odometer (kilometers) at the time of filling.

2.     He will provide the fuel consumption report monthly to the Fleet Controller.

3.     He may be tasked with handling the electronic fuel system which may include adding or removing vehicles and periodical top-up of the wallets, reports, etc.

4.     He will conduct steps to minimize fuel consumption through training, controlling excessive idling, report overloading and ensuring that the vehicle is in a good mechanical condition to ensure normal fuel usage.

E.     Fleet inspections.

1.     Conduct daily and periodical inspection of the fleet.

2.     Ensuring the fleet is always in a good condition without damages.

3.     Ensuring driver do not add any devices or stickers, or any other items to the asset. The asset is to be in the condition as per company policy.

4.     Reports and disciplinary action taken against drivers who do not comply with the standard company regulations.

5.     Ensuring that stickers and logos are always in good condition since this act as a company advertisement.

6.     Ensuring that drivers perform the pre-trip inspections and proper inflation of the tires.

7.     Ensuring that periodic preventative maintenance is done as per the manufacturer’s guidelines. Next service stickers by date and hours/kilometers must be affixed to the windscreen or in a position clearly visible by the driver. He will liaise with the workshop concerning the maintenance of the fleet.

8.     In some cases, he may be directly responsible for handling repairs of the asset in outside workshops or our internal workshop.

9.     Returning and assigning vehicles as per the standard company policy.

F.  GPS systems

1.     He will be responsible for any removal or installation of GPS systems.

2.     He will monitor the system daily and report those assets with buffered or incomplete communication data and arrange to have it repaired.

3.     He will provide reports as necessary or required.

4.     He may be tasked to act as an administrator of the system therefore will be handling all actions required.

5.     He must keep a record of the fleet and record the contractual subscriptions payment. Subscription payments must be completed within 30 days before expiry.

G. Fleet requirements

1.     Safety barriers.

He must ensure that the safety barriers and certificates are according to the SASO regulatory standards.

2.     He must ensure that the fleet status is road worthy and legal.

3.     He must ensure that the vehicle insurance is received and updated.

4.     He must ensure that the driver will always have the required documents with him when on public roads.

H.  Training.

1.     Training of staff and drivers concerning the company policies and procedures.

2.     Training of drivers concerning protocol for accidents or incidents.

3.     Training concerning the asset pre and post trip inspections as well as reporting flow.

4.     Identifying bad driver habits or behavior and reporting it to management.

5.     The controller will control and plan the vehicles that need to go to the workshop for preventative maintenance and / or repairs. He will liaise with the technicians or mechanics and report damages observed that may be due to driver bad driving habits or behavior.