Fleets Operations Officer at Rapid Rentals Limited

MAIN JOB DESCRIPTION

You will play a pivotal role in the management of our vehicle fleet, ensuring that our operations run smoothly. You will also be responsible for overseeing various administrative functions, contributing to the overall efficiency and effectiveness of the organization. 

GENERAL DUTIES AND RESPONSIBILITIES

• Oversee day-to-day office administrative tasks, such as managing supplies, equipment, and workspace organization.
• Assist with maintaining administrative records and files
• Establish and maintain relationships with vendors and suppliers.
• Ensure timely delivery of necessary goods and services 
• Negotiate cost and agreements to secure favorable terms
• Maintain comprehensive and accurate records related to fleet activities, expenditures, and administrative processes.
• Generate regular reports on fleet and administrative performance for management review
• Stay informed about the latest industry trends, regulations, and best practices to continuously improve the fleet and administrative functions.
• Tackle and resolve any issues related to fleet management and administration efficiently. 
• Develop and implement strategies to mitigate problems and improve operations
• Identify opportunities to reduce costs in both fleet operations and administrative functions
• Monitor and manage budgets effectively. 
• Maintain effective communication within the team 
• Address inquiries and concerns from drivers professionally and promptly.
• Ensure that all safety procedures and guidelines are adhered to consistently

CORE DUTIES AND RESPONSIBLITIES

Fleet Management:

• Procure, maintain, and ensure the proper upkeep of the company’s fleet of vehicles
• Develop and implement a comprehensive vehicle maintenance schedule to minimize downtime and ensure safety.
• Oversee the acquisition and disposal of vehicles as necessary

Driver Management:

Supervise and manage a team of drivers

• Monitor driver performance and provide feedback on safety, efficiency, and professionalism.
• Implement driver scheduling to ensure timely deliveries and pickups.

Routing and Scheduling:

• Optimize routes and schedules to maximize the efficiency of the fleet while reducing operational costs
• Ensure that routes are compliant with traffic regulations and prioritize safety
• Develop contingency plans to address unexpected disruptions

Fuel Management:

• Develop and maintain systems to manage fuel consumption and control fuel costs
• Monitor fuel purchases, consumption, and efficiency
• Implement best practices for fuel-efficient driving.

Compliance:

• Guarantee adherence to all pertinent laws, regulations, and company policies, especially those related to the safe transportation of power equipment.
• Stay informed about changes in logistics and transportation laws and regulations
• Establish and enforce protocols for drivers and vehicles
• Oversee the reporting and resolution of accidents and safety incidents.

KEY PERFORMANCE INDEX

• Average time vehicles spend off the road for maintenance or repairs. 
• Percentage of time each vehicle is actively used.
• Cost of maintenance per vehicle 
• Assess driver performance, focusing on safe driving habits, accidents rates, and compliance with safety protocols
• Monitor transportation routes, fuel consumption, and vehicle maintenance to assess the efficiency of transportation operations
• Efficiency of administrative process
• Performance of vendors and suppliers in terms of timeliness, quality, and adherence to agreed-upon terms
• Accuracy and completeness of administrative records.
• Administrative costs, such as office supplies equipment, and services.
• Time taken to resolve issues or problems related to fleet management or administrative functions 

REQUIREMENTS

• Bachelor’s degree in logistics or a related field
• 2-3years experience in fleet management and administrative functions.
• Strong knowledge of vehicle maintenance, safety regulations, and compliance
• Excellent organizational and time management skills
• Strong problem-solving abilities
• Proficiency in using office software (e.g., Microsoft Office Suite).
• Attention to detail and accuracy.
• Excellent communication and interpersonal skills
• Ability to work in a fast-paced environment and adapt to changes
• Knowledge of safety and regulatory requirements for the transportation of power equipment.