Fleet controller admin

Position Overview

The Fleet Administrator / Fleet Controller is responsible for the efficient coordination, compliance, maintenance, and operational integrity of the companys fleet. This role ensures that all trucks, trailers, and drivers operate safely, legally, and cost‑effectively, with meticulous oversight of maintenance, licensing, insurance, damages, and operational administration.

1. Fleet Licensing, Compliance & Documentation

• Maintain updated vehicle licence and registration documents for all fleet units and ensure timely renewals.
• Submit updated licence copies to insurers as required to keep policy files up to date.
• Maintain accurate, organised, and accessible records for:
• All trucks and trailers
• All drivers
• Insurance documents
• Maintenance histories
• Licensing and regulatory compliance records
• Ensure company operations comply with road freight regulatory requirements, including insurance disclosure obligation.

1. Tyre Management & Maintenance

• Oversee full tyre lifecycle management: fitment, rotation, puncture repair, replacements, casing returns, and supplier coordination.
• Monitor tyre condition reports and enforce tyre safety standards.
• Maintain tyre usage logs and ensure tyre costs align with operational budgets.

1. Vehicle Maintenance Preventive & Scheduled

• Coordinate preventive maintenance, scheduled services, and repair bookings for trucks and trailers.
• Track service intervals and ensure that all units adhere to OEM and operational maintenance standards.
• Perform basic vehicle checks and minor repairs where applicable (lights, fuses, basic fittings).
• Record and file maintenance documents in line with insurer requirements regarding vehicle condition and mileage reporting.
• Insurers request updated mileage and condition records annually.

1. Driver Management Damages, Losses & Conduct

• Manage driver‑related incidents such as:
• Vehicle damages
• Cargo losses
• Replacements and repairs
• Complete and file driver incident reports, obtain supporting documentation, and update driver standing.
• Implement penalty scheduling, including fines, disciplinary actions, and cost recovery for negligent damage.
• Maintain driver files including copies of:
• Licences
• Training certifications
• Incident records
• Performance notes

1. Insurance Claims & Settlements

• Coordinate all insurance claims end‑to‑end:
• Gather documentation (photos, statements, reports).
• Submit claims to brokers/insurers.
• Track progress and maintain communication until closure.
• Ensure compliance with insurer requirements:
• Submitting licence documents
• Mileage records
• Vehicle condition updates
• Documentation for repairs and losses

• Manage claim recoveries and settlements owed to the company, ensuring timely follow‑up and accurate accounting.
• Maintain a claims register for audit and renewal purposes.

1. Administrative & Operational Support

• Maintain an up‑to‑date fleet database of:
• Truck and trailer specifications
• VIN/engine numbers
• Service intervals
• Licensing expiries
• Driver allocations
• Support operations with:
• Job cards
• Dispatch notes
• Service checklists
• Breakdown coordination
• Provide insurance, compliance, or maintenance documents to internal departments as needed.

• Strong administrative and organisational ability
• Knowledge of commercial fleet operations (trucks/trailers)
• Understanding of insurance and claim processes
• Basic mechanical and diagnostic knowledge
• Excellent communication with drivers, workshops, brokers, insurers, and operations
• Ability to handle pressure and maintain accuracy
• Integrity, reliability, and meticulous attention to detail

• Matric (Grade 12)
• 2-3 years experience in Logistics
• Experience in fleet administration, logistics, or transport operations
• Valid drivers licence Code 8
• Computer literacy: Excel, Outlook, fleet systems
• Knowledge of road transport regulations and insurance processes