Fleet Coordinator

The Fleet Management Coordinator assist the Corporate Operations Managers in the management of Fleet. The Fleet Management Coordinator is responsible for ensuring that Aurum Fleet are well maintained and in a good state of repair to positively reflect the Aurum brand.

Technical Work Responsibilities

• Facility Management – Vehicles to be parked after hours on site in secure off-street parking.
• Fleet Management – Vehicle Tracking, Surveillance, and incident investigations.
• Asset Management – The Blue Box Asset Management System - Fleet.
• Supply Chain Management – Sourcing and Requisition s.
• Records Management – POPI Compliant (Driver’s personal information).
• Compile monthly reports for the Corporate Operations Manager.
• Write Policies and Standard Operating Procedures.
• Assist with the development and review of Information Sheets & SOPs.

Duties

• Facility Management – supporting the Corporate Operations Managers with Facilities / Fleet related duties:

(a).Facility Tracking and Surveillance – daily checking that vehicles are parked after hours at the allocated site.

(b).Conducting investigations and providing incident reports.

• Fleet Management – supporting the Corporate Operations Managers with Fleet related duties:

(a). Maintain accurate records of vehicles.
(b). Ensure compliance with Aurum’s Fleet Management Policies & SOPs.
(c). Create & Maintain Fleet Files on SharePoint:
i. Traffic Fine Administration.
ii. License Administration.
iii. Fuel Card Administration.
iv. Driver Profiles.

(d). Reporting of ALL fleet incidents (Accidents, Hijackings, Theft, Etc.)

(e). Issuing and collating documentation to and from drivers
(f). Ensure high level of internal customer service.
(g). Processing of monthly transaction listings and billing packs.
(h). Ensuring all paperwork is up to date.
(i). Providing reports on fleet abuse.
(j). Fleet Tracking reports, vehicle usage and fuel reports – check daily.
(k). Conducting investigations and providing incident reports.
(l). Site Operations Manager, Drivers, and Site teams – MS Teams Training on Fleet Management Policy, Standard Operating Procedures, Manuals and Fact Sheets.
(m). Telephonic calls with each driver, once a quarter, to enquire whether they have any challenges and to provide refresher training on Trackbox/SACAN.
(n). Provide monthly Fleet overview reports on variances such as Expense Management, Fuel, Oil and Toll Management, Cost of Ownership Reports, Cost Per Kilometres Summaries, Fleet Analyses, E-Statements and Billing Reports, Maintenance and Roadside Assist, Fines and Licencing, Incident Management, Route Planning and Optimisation, Business Intelligence and Analytics.
(o). Provide monthly Vehicle reporting such as Site Fleet Reporting, Driver Reporting, Site Driver Reporting, Driver Scorecards, Vehicle Scorecards, Vehicle Utilisation Reports, Trip Reports, Driver Logbooks.
(p). Upload Acknowledgement of Debt forms onto SharePoint against traffic violations, insurance excess claims.
(q). Branding.
(r). Print materials:
Provide content for How2 Manuals, How2 Information Sheets, Fleet Assessment documents, etc.
(s). Rental vehicle management.

• Asset Management:

(a). Load all fleet assets onto The Blue Box Asset Management system.
(b). Conduct quarterly asset verifications.

• Supply Chain Management:

(a). Sourcing quotes for branding of vehicles.
(b). Sourcing quotes for the purchasing of vehicles, trucks, trailers, mobile toilets, mobile generators etc.

• Records Management:

(a). POPI Compliant (Driver’s personal information)

• Policies and Standard Operating Procedures – adhere to all departmental and company policies, standard operating procedures, working practice guidelines and How to Guides.
• Write Policies and Standard Operating Procedures. Review and edit working practice guidelines and how to manuals. Conduct annual reviews of Policies, SOPs, WPGs and How2 Manuals.
• Comply with all health and safety policies, practices, and procedures according to prescribed legislation.
• Effective communication with internal and external stakeholders.