Fleet Manager

SUMMARY:
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POSITION INFO:

Job Title: Fleet Manager

Reporting To: Operations Manager

Role Purpose

To take full accountability for the management of the company’s fleet of financed, rental, and owned assets. The Fleet Manager is responsible for ensuring optimal asset utilization, cost control, compliance, and profitability. The role includes vehicle tracking, asset sales, rebuild and upgrade project oversight, and operational support to both finance and rental divisions.

Key Responsibilities

1. Fleet Administration & Vehicle Tracking

• Maintain accurate and up-to-date records of all company-owned, financed, and rental vehicles
• Track vehicle movements, locations, status, and utilisation at all times
• Ensure proper filing and control of all documentation, including:
  • Vehicle registrations
  • Insurance records
  • Service and maintenance history
  • Contracts and agreements
• Prepare and submit regular fleet reports covering utilisation, availability, and condition
• Ensure all fleet records are audit-ready and fully compliant

2. Asset Finance & Rental Support

• Coordinate allocation of vehicles to clients, rentals, and internal operations
• Oversee rental processes, including bookings, dispatch, and returns
• Conduct and document detailed vehicle inspections before dispatch and upon return
• Identify, record, and manage damages, repairs, and compliance issues

3. Asset Sales & Disposal

• Manage the sale of company-owned and financed assets
• Oversee valuation, marketing, and negotiation of asset sales
• Coordinate preparation of all sale documentation and contracts
• Liaise with finance and sales teams to ensure accurate tracking of transactions and proceeds

4. Rebuild & Upgrade Project Management

• Plan and manage asset rebuild, refurbishment, and upgrade projects
• Coordinate with workshops, suppliers, and internal teams
• Ensure projects are completed on time, within budget, and to required quality standards
• Track and report on project costs, timelines, and return on investment (ROI)
• Assess and report on the impact of upgrades on asset value

5. Maintenance & Cost Management

• Plan and oversee routine maintenance, inspections, and repairs
• Monitor and control fleet-related costs, including:
  • Fuel usage
  • Service and repair costs
  • Insurance premiums
  • Licensing and registration fees
• Identify and implement cost-saving initiatives without compromising safety or quality
• Manage and evaluate service providers, workshops, and suppliers

6. Compliance & Risk Management

• Ensure full compliance with all legal, regulatory, and insurance requirements
• Manage renewals of licenses, registrations, and insurance policies
• Handle insurance claims and incident reporting
• Enforce adherence to company fleet policies and rental agreements
• Identify and mitigate operational risks

7. Reporting & Analysis

• Produce regular reports on:
  • Fleet utilisation
  • Financial performance
  • Maintenance trends
  • Project outcomes
• Analyse rental performance, asset sales, and cost trends
• Provide management with actionable insights for asset lifecycle planning
• Monitor and report on key KPIs, including:
  • Vehicle uptime
  • Maintenance costs
  • Rental revenue
  • Asset value
  • Project ROI

Minimum Requirements

• Proven experience in fleet management, asset management, or a similar role
• Strong administrative and reporting skills
• Experience in managing maintenance schedules and service providers
• Good understanding of cost control and operational efficiency
• Valid driver’s license

Advantageous

• Red Seal Diesel Mechanic qualification
• Experience in rental operations
• Strong technical knowledge of mining/construction machinery/vehicles and equipment
• Project management experience (rebuilds, refurbishments, upgrades)

Key Competencies

• Strong attention to detail and organisational skills
• Commercial thinking with a focus on profitability
• Problem-solving and decision-making ability
• Ability to manage multiple priorities under pressure
• Strong communication and stakeholder management skills