Purpose of the Job
The Fleet and Maintenance Supervisor is responsible for ensuring the effective operation, compliance, and maintenance of the company’s fleet and materials handling equipment (MHE). The role involves coordinating fleet activities, overseeing preventative and corrective maintenance programs, monitoring compliance with legal and company requirements, and ensuring vehicles and equipment are safe, roadworthy, and available for operational use.
Key Responsibilities
Fleet Operations Oversight
- Ensure all company Standard Operating Procedures (SOPs) are implemented and consistently adhered to.
- Coordinate daily fleet activities to maintain availability, cleanliness, roadworthiness, and mechanical condition.
- Ensure vehicles are serviced and maintained in line with manufacturer specifications, mileage, hours, and legal requirements.
- Arrange workshop bookings and confirm availability prior to releasing vehicles for servicing or repairs.
- Maintain and update the Workshop Progress Report daily, following up on outstanding work to minimise downtime.
- Inspect vehicles and equipment after repairs to confirm safety, quality, and completion of quoted work.
- Ensure vehicles are inspected, prepared, and compliant prior to dispatch.
- Enforce pre-trip and post-trip inspections and ensure all defects or damages are accurately recorded in logbooks.
- Control vehicle keys in accordance with company security and loss-control procedures.
- Conduct daily yard inspections to ensure vehicles and equipment are safely parked, locked, and secured.
- Maintain the Fleet Audit List and update fleet availability records daily.
Incident Claims & Compliance Oversight
- Ensure all fleet, equipment, and site-related accidents or incidents are reported accurately and submitted to insurers within 96 hours.
- Follow up with insurers and service providers regarding the progress of claims.
- Maintain an up-to-date Accident and Claims Register, including incident synopses and corrective actions.
- Verify that vehicle movement and transfer documentation is completed, authorised, and properly recorded.
- Perform weekly key and document audits to ensure secure control and traceability.
Tracking and Operational Reporting
- Liaise with the Tracking Department on a quarterly basis to ensure accuracy and updates from the tracking system
- Identify and report faulty tracking units and arrange fitments, removals, or replacements.
- Verify monthly tracking invoices and escalate discrepancies for resolution.
- Monitor weekly and monthly fleet utilisation reports and submit findings to the Operations Manager.
Materials Handling Equipment (MHE) & Asset Oversight
- Oversee the inspection, servicing, and safe operation of forklifts, reach trucks, pallet jacks, and other MHE.
- Ensure MHE is maintained in accordance with OEM requirements, permitted lifting equipment regulations, and MHI standards.
- Review workshop job cards on Embrace daily to ensure accuracy and correct cost allocation.
- Conduct routine inspections of tyres, brakes, hydraulic systems, and safety components on trucks and MHE.
- Ensure compliance with Loss Control procedures relating to fleet, MHE, and site assets.
- Monitor asset condition, availability, and utilisation, reporting any concerns or replacement needs.
- Oversee tyre inspection, scrapping, and replacement processes to ensure safety and cost control.
Preventative & Corrective Maintenance Oversight
- Coordinate preventative maintenance programmes for fleet, MHE, and site infrastructure.
- Conduct regular inspections of generators, fuel systems, storage racks, fire protection systems, valves, pumps, hoses, couplings, and bunded areas.
- Ensure maintenance activities are performed in accordance with MHI storage regulations, including ignition source control and equipment suitability.
- Oversee approved external contractors working within hazardous or restricted areas.
- Ensure maintenance records, service histories, and required inspection documentation are accurately maintained.
- Monitor spare parts, consumables, and maintenance inventory levels.
Safety, Compliance & Hazardous Materials Oversight
- Ensure compliance with SHEQ policies, ISO standards (ISO 9001, 14001, 45001), and applicable legislation governing dangerous and flammable goods.
- Enforce safe systems of work for mechanical, maintenance, yard, and workshop activities.
- Participate in incident investigations, risk assessments, and implementation of corrective and preventative actions.
- Support internal and external audits and ensure ongoing audit readiness.
Minimum Requirements
- Grade 12
- 3+ years’ work experience in the logistics industry
- Practical knowledge and experience of working with trucks, trailers and forklifts
- Mechanical qualification or recognised trade certificate advantageous
- Code C / EC driver’s license advantageous
Skills Required
- Strong communication skills to liaise with insurers, contractors, and internal departments.
- Proven troubleshooting skills to resolve mechanical, tracking, and compliance issues.
- Solid data administration skills to maintain accurate records, reports, and audit trails.
- Effective organisational skills to coordinate workshop bookings, inspections, and maintenance schedules.
- Analytical skills to interpret utilisation reports and identify operational improvements.
- Attention to detail to ensure compliance with safety, quality, and regulatory standards.
- Negotiation skills to engage with service providers and insurers.
- Problem-solving skills to address operational challenges and minimise downtime.
- Proficiency in fleet tracking systems (Netstar, C-Track, Powertrack).
- Proficiency with ERP systems such as Embrace for job card management and cost allocation.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
Work Location: In person
