Fleet Manager

SUMMARY:
Our client is looking for a  Fleet Manager to join their team

POSITION INFO:
Location: Namibia

Role Description
This organization is built on the strength of remarkable people who give passionately to their roles, work tirelessly, keep the guest experience at the core of daily focus, and prioritize the sustainability of communities and the environment. Every team member makes a significant difference to overall success and contribution to the world, regardless of role or function. For this reason, individuals are selected with great care—they are the strength and the future of the company.

Key Outputs
Fleet Management

• Conduct vehicle and plant inspections.
• Manage service schedules and oversee servicing of vehicles and plant.
• Ensure maximum turnaround of vehicles in the workshop and minimize downtime.
• Maintain the highest possible standard of workmanship.
• Drive as many vehicles on the reserve at least once per month.
• Test drive every serviced vehicle to ensure repairs meet required standards.
• Liaise with HODs on large costs or delays in vehicle repairs.
• Keep game drive vehicles presentable for guest-facing operations.
• Follow up on outsourced work to ensure required standards are met.
• Liaise with the General Manager on major repairs.
• Update reserve management on fleet condition and advise on costly-to-maintain equipment.
• Regularly inspect quads and e-bikes for requirements and standards.
• Monitor and update vehicle and generator maintenance records; ensure correct maintenance procedures are followed.
• Monitor fuel usage and maintain accurate fuel records, implementing improved systems for efficiency.
• Improve operational systems and procedures for vehicles to reduce downtime and enhance fleet condition.
• Collaborate with other departments for logistical support.
• Work with ranger trainers to implement driver and ranger courses for guest experience enhancement and skill improvement.
• Communicate regularly with lodge management regarding fleet upkeep and operation.
• Keep the lodge workshop clean, organized, stocked, and maintained.
• Prepare budgets for current maintenance, future costs, and fleet replacement.
• Implement and maintain stock controls.
• Provide immediate logistical support to the lodge.
• Communicate effectively with guests, managers, and workshop staff.
• Renew and maintain all legal vehicle documents including insurance and roadworthy certifications.
• Supervise workshop staff.

• Maintain and service all standby generators.
• Ensure generators remain in good working order and reliable at all times.

• Conduct month-end stock takes in the workshop.
• Submit stock values and recharges to finance/accounts at month-end.
• Ensure all spares removed from the storeroom are fitted to vehicles and charged correctly.
• Order vehicle spares at competitive prices and verify deliveries.
• Process and submit invoices for payment within the same month of receiving goods.
• Maintain secure and well-controlled storerooms.
• Capture invoices in QuickBooks and allocate to the correct vehicles.
• File all month-end invoices in relevant vehicle files.
• Backup Panstrat files monthly to an external hard drive.
• Create and maintain files for every vehicle, including job cards and invoices.
• Maintain supplier-based invoice files.
• Ensure all vehicles are licensed and roadworthy.
• Maintain separate files for vehicle log books and licenses.
• Manage the workshop expenses budget line.
• Report financial queries to the Reserve Manager or Financial Controller.

• Recruit, hire, and onboard workshop staff, completing all necessary paperwork.
• Ensure all workshop staff have employment letters and complete HR requirements.
• Conduct three-month performance reviews and submit to HR.
• Provide technical training where required and identify growth opportunities for staff.
• Hold regular team-building activities.
• Conduct six-monthly performance reviews for all workshop staff.
• Manage access to workshop areas and handle staff disciplinary matters.
• Oversee daily workshop operations.
• Communicate relevant updates through formal meetings and workshop notice boards.

• Ensure staff wear correct uniforms and safety gear when operating equipment.
• Maintain safety certifications and legal compliance for all machinery.
• Train staff on safe operation of tools and machinery.
• Keep first aid kits stocked and ensure a trained staff member is on duty at all times.
• Coordinate Positive Health training with the Positive Health Champion.
• Maintain clean and safe staff accommodation.
• Keep workshop and surroundings tidy at all times.

• Maintain workshop staff time books.
• Manage staff leave cycles and track sick leave and family days.

• Strong communication skills with guests and team members.
• Excellent organizational ability.
• Lateral thinking and initiative.
• Commitment to world-class hospitality and service standards.
• Professional and courteous demeanor.
• Strong leadership with corrective action when required.
• High integrity, honesty, and career-driven mindset.

• Hospitality operations.
• Environmental awareness.
• Knowledge of surrounding communities.
• Understanding of company objectives and impact initiatives.
• Previous Work Experience Required
• Formal mechanical qualification/training and completion of a mechanical trade test.
• Minimum 5 years’ experience in a mechanical workshop.
• Minimum 3–5 years in a management role.

• Knowledge of Excel and Word.
• Recent experience in workshop or mechanical operations.
• Energetic, hands-on approach with a focus on improving fleet operations.
• Valid unendorsed driver’s license and passport.Personal Attributes

• Ability to operate effectively under pressure.
• Energetic, proactive attitude.
• Strong interpersonal skills and ability to work in a team.
• Attention to detail and initiative.
• Diligence and self-motivation to meet deadlines.
• Willingness to share knowledge and inspire others.