Fleet Administrator / Fleet Controller

SkyBlue Solutions
£22000 - £25000 per annum
20 Apr 2017
20 May 2017
Contract Type
Full Time
Carillion Fleet Management has recently been awarded a new contract to supply Fleet Management services to the A14 Integrated Delivery Team which will involve supply and management of circa 150 vehicles to the project over a three year period. We require a Fleet Controller who will be dedicated to the project and be part of the A14 team.
Reporting into the Transport Manager, you will be responsible for controlling the A14's day to day fleet operation and be the focal point for all fleet related matters.
Main Duties:
The Fleet Controller role involves all or some of the following tasks:
*Receive all requests for vehicles to support the project and liaise with Fleet procurement to ensure the requests are received and actioned promptly.
*Review the vehicle requests and select the appropriate contract hire or rental options.
*On hiring of vehicles at the agreed rate.
*Ordering of daily rental vehicles where applicable.
*Issuing of daily rental damage notifications to the sections.
*Arrange delivery of vehicles to appropriate sections in liaison with section works managers and organise vehicle checks where allocable.
*Coordinate the de-fleet process of vehicles to be off hired and returned to Fleet provider or rental company.
*Monitor and keep up to date the driver names allocated to vehicles in liaison with the section works managers.
*Arrange for Fuels Cards to be ordered, distributed and signed for.
*Review and distribution of Suspect Fuel Transactions and Fuel Card Reporting.
*Review and carry out agreed checks of the Shell Fuel invoice/transactions.
*Ensure that the standards of both FORS and Van Excellence are maintained by following the processes in the Management of Goods Vehicles and Goods Vehicle Drivers
*Act as a point of contact to receive, check, action and file all driver and vehicle related documentation e.g. Pre-use Check Sheets and Drivers Hours Reports (commercial vehicle drivers only).
*Receive, check and sign off the Drivers Weekly Hours book and highlight any non-compliance to Drivers Hours Rules to local management and the nominated Fleet Management Transport Manager.
*Be responsible for the checking of Driver Licence exception reports and action accordingly with the driver / local management head.
*Manual driver licence checks - where necessary. (default electronic process)
*Support the appointed Transport Manager with Driver Induction arrangements.
*Support the Permit to Drive (P2D) rollout and processes. Liaise with DriveTech and section leads and drivers over administration of any classroom and in vehicle training.
*Administration of driver ID, issue of Driver fobs and maintenance of a fob database
*Ensure that periodic training is arranged and attended by employees within the set timeframes, all appropriate Tool Box Talks are prepared for delivery at regular intervals and signed to say received and to ensure that the Drivers permit to drive and eyesight checks are current. Eyesight checks must be carried out every 6 months.
*Ensure site noticeboards are prepared and all relevant Driver and Vehicle notices are displayed and kept up to date.
*Ensure that commercials vehicles are serviced and tested in line with manufacturer and legal requirements, including notifications of recalls and MOT reminders.
*Notify the works managers of speeding or parking fines and provide details to the Licensing Team.
*Accidents and incidents, in liaison with the works managers ensure the drivers report accident and incidents all as agreed process.
*Assist the Fleet Compliance team with on-site internal and external audits.
*Receive and analyse Telematics data for breaches of journey times, speed limits and general driver behaviour. Telematics driver's depot scores will also be monitored weekly. Each drivers score will be made available to local management. Where drivers are identified with a poor driving performance, they will be challenged and coached and offered any relevant training to improve their driving by their line manager.
*Be responsible for issuing and recording driver ID fobs in accordance with the Commercial Vehicle Policy.
*Ensure that a suitable filing system is set up to accommodate the records generated by drivers and any associated vehicles in operation on their site. Unless stated otherwise in the relevant section, all paperwork for vehicles and drivers must be filed alphabetically by date, in separate files. Records must be filed on a regular basis and no more than a fortnight's backlog must be awaiting filing.

Knowledge, Skills and Qualifications - Essential / Desirable (E/D)
*Previous experience of working within a Fleet Management role (E)
*Able to prioritise, distribute and manage workloads (E)
*Appreciation of working on large construction projects (D)
*Valid driving licence (E)
*Knowledge of FORS / Van Excellence (D)
*Commercial Vehicle background (D)
*Computer literate and use of Microsoft Office 365 and experience of 1Link / Tranman would be desired (D)

*Ability to work under pressure
*Strong attention to detail with a right first time attitude
*Good interpersonal and communication skills
*Well organised and disciplined, able to work to tight deadlines
*Methodical approach to work

This is a SkyBlue Solutions vacancy and we are operating as an employment Business/Agency in this instance.
As an Equal Opportunities organisation SkyBlue guarantees that all applicants will receive equal treatment within our application and selection process.

We will endeavour to meet the individual needs of all our applicants and make any reasonable adjustments that you may require during the selection process and beyond. Please let us know what adjustments you may require when submitting your application.