Fleet Manager

Introduction

The Fleet Manager is responsible for the safe, reliable, compliant, and cost-effective operation of a fleet of approximately 200 vehicles. The role oversees vehicle acquisition and disposal, maintenance, licensing, insurance, fuel, telematics, driver compliance, supplier performance, and fleet-related reporting.

The successful candidate will balance vehicle availability with strong cost control, ensuring that the fleet supports operational requirements while meeting all applicable road-safety, labour, environmental, and transport regulations. Duties & Responsibilities

Fleet operations

• Manage the daily operation and availability of approximately 200 vehicles.
• Allocate vehicles according to operational requirements and monitor utilisation.
• Maintain an accurate fleet register covering vehicle status, location, mileage, ownership, licensing, maintenance, and assigned drivers.
• Coordinate vehicle deliveries, transfers, substitutions, recoveries, and disposals.
• Develop contingency plans for breakdowns, accidents, peak demand, and business disruptions.

Maintenance and vehicle condition

• Implement preventive-maintenance schedules based on mileage, time, manufacturer recommendations, and legal requirements.
• Coordinate servicing, inspections, tyre management, repairs, roadside assistance, and vehicle recovery.
• Monitor vehicle downtime and expedite repairs to maintain operational availability.
• Review quotations, repair authorisations, warranties, and maintenance invoices.
• Conduct or arrange regular vehicle-condition inspections.
• Ensure that defects are reported promptly and vehicles that are unsafe or non-compliant are removed from service.

Safety and driver management

• Promote a strong road-safety culture across the organisation.
• Ensure that authorised drivers hold valid licences and meet company and legal requirements.
• Coordinate driver inductions, assessments, defensive-driving training, and refresher programmes.
• Monitor speeding, harsh braking, excessive idling, unauthorised use, and other driving risks through telematics.
• Investigate accidents and incidents, identify root causes, and implement corrective actions.
• Maintain accurate records of accidents, infringements, driver training, and disciplinary matters.
• Work with operational and human-resources teams to manage driver performance consistently and fairly.

Compliance, licensing and insurance

• Ensure that all vehicles remain properly licensed, registered, inspected, insured, and legally compliant.
• Maintain a compliance calendar and supporting documentation for audits.
• Monitor changes to legislation and update fleet policies and procedures accordingly.
• Administer insurance claims, accident documentation, third-party recoveries, and excess payments.
• Liaise with insurers, brokers, licensing authorities, law-enforcement agencies, and other relevant bodies.
• Protect personal and operational data collected through tracking and telematics systems.

Cost and budget management

• Prepare and manage the annual fleet operating and capital budgets.
• Track expenditure on fuel, maintenance, tyres, insurance, tolls, licensing, rentals, fines, and other fleet costs.
• Analyse total cost of ownership and cost per vehicle, kilometre, route, department, or business unit.
• Identify and implement sustainable cost-saving initiatives without compromising safety or service levels.
• Review fleet size, composition, age, utilisation, and replacement cycles.
• Verify supplier invoices and investigate unusual or unauthorised expenditure.

Fuel and telematics management

• Administer fuel cards, charging arrangements, tracking systems, cameras, and other fleet technologies.
• Monitor fuel consumption and investigate anomalies, suspected theft, card misuse, and inefficient driving.
• Use telematics data to improve routing, utilisation, driver behaviour, safety, and maintenance planning.
• Produce practical reports and dashboards for management.
• Ensure the appropriate and lawful use of telematics information.

Procurement and supplier management

• Support the selection, financing, leasing, acquisition, specification, and disposal of vehicles.
• Manage relationships with manufacturers, dealerships, workshops, tyre suppliers, rental companies, fuel providers, tracking providers, insurers, and recovery services.
• Negotiate contracts, pricing, service levels, warranties, and turnaround times.
• Monitor supplier performance against agreed service-level standards.
• Ensure that purchasing and disposal activities comply with company policies and approval controls.

Policies, systems and reporting

• Develop, maintain, and enforce fleet policies, standard operating procedures, and driver handbooks.
• Maintain complete and audit-ready electronic and physical records.
• Provide weekly, monthly, and annual fleet-performance reports.
• Present risks, trends, incidents, costs, and improvement recommendations to management.
• Participate in internal and external audits and close identified corrective actions.
• Support environmental objectives, including reduced fuel consumption and the evaluation of lower-emission or electric vehicles where commercially viable.

Team and stakeholder management

• Supervise fleet coordinators, administrators, drivers, or other fleet personnel, where applicable.
• Set objectives, allocate work, coach employees, and manage performance.
• Work closely with Operations, Finance, Procurement, Human Resources, Health and Safety, and business-unit managers.
• Provide clear guidance to employees on vehicle use, incident reporting, and fleet procedures.

Desired Experience & Qualification

• Relevant diploma or degree in fleet management, transport, logistics, supply-chain management, business management, or a related field. • At least five years’ experience in fleet or transport operations, preferably managing a fleet of comparable size. • Demonstrated experience with maintenance planning, vehicle compliance, insurance claims, supplier management, and fleet cost control. • Working knowledge of applicable transport, road-safety, occupational-health-and-safety, licensing, and data-protection requirements. • Strong proficiency in fleet-management or telematics systems and Microsoft Excel or equivalent reporting tools. • Valid driver’s licence. • Willingness to travel and respond to urgent fleet incidents outside normal working hours when necessary. Preferred qualifications and experience

• Recognised fleet-management, transport, logistics, or occupational-safety certification. • Experience managing passenger vehicles, light commercial vehicles, trucks, specialist vehicles, or a mixed fleet, as relevant. • Experience with vehicle leasing, replacement modelling, tender processes, and contract negotiation. • Experience introducing fleet technologies or process improvements. • Basic mechanical knowledge and the ability to evaluate repair recommendations. • Experience managing or supervising a small fleet-support team Core competencies

• Strong planning, organisation, and prioritisation
• Commercial awareness and financial discipline
• Safety and compliance orientation
• Analytical thinking and data interpretation
• Sound judgement and practical problem-solving
• Supplier and contract management
• Leadership and performance management
• Clear written and verbal communication
• Integrity, accountability, and attention to detail
• Ability to remain composed during accidents, breakdowns, and operational disruptions