Fleet Service Manager

Job description

Overview:
Responsible for overseeing maintenance activities to ensure the upkeep and efficient operation of a fleet of over 200 vehicles and associated equipment.

Reporting Line:
Reports to the Head of Operations, ensuring strict documentation and cost tracking of all maintenance-related activities through internal systems.

Key Responsibilities:

1. Regulatory Compliance

   • Ensure full compliance with relevant vehicle maintenance legislation, including scheduling and record-keeping.

2. Fleet Maintenance Management

   • Assist in developing and implementing vehicle and equipment maintenance policies.
   • Maintain a 12-month maintenance plan for the entire fleet, including:
     • Scheduling periodic vehicle inspections.
     • Scheduling routine servicing.
     • Documenting routine oil and water checks.
     • Addressing reported defects in a timely manner.

3. Insurance & Claims Management

   • Oversee the processing and management of insurance claims, including accident reporting and cost tracking.

4. Financial Oversight & Invoice Management

   • Obtain maintenance-related quotes and invoices.
   • Issue purchase orders and maintain financial records.
   • Ensure strict adherence to budget and notify management of any deviations.

5. Compliance & Documentation

   • Ensure vehicles carry required documentation (e.g., logbooks, insurance).
   • Enforce defect reporting systems and address issues promptly.
   • Monitor service providers to ensure timely and professional vehicle maintenance.
   • Coordinate in-house maintenance staff workloads.
   • Serve as the point of contact for audits in this area.

6. KPI Reporting & Administration

   • Generate and monitor key performance indicator (KPI) reports.
   • Maintain updated vehicle records to meet all legislative requirements.
   • Ensure all maintenance-related paperwork is properly documented.

7. Training & Development

   • Undergo and stay updated on required company training.
   • Train new staff as needed.

Requirements:

• Minimum of 3 years of experience in a transport supervisory or fleet management role.
• Strong knowledge of the transport or vehicle service industry.
• Proven ability to manage a large fleet.
• Analytical mindset with strong numerical skills.
• Excellent negotiation and communication abilities.
• Strong problem-solving skills and decision-making intuition.
• Ability to work effectively in a high-pressure transport environment.
• Positive attitude with the ability to influence others effectively.
• Previous experience in a similar role is an advantage.