Fleet Officer - (Re-advertised)

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Job Description

CJ Patel Group is a diverse group of companies with over 90 years of history operating across a variety of industries, all with the common goal of delivering world-class products and services. With the head office in Suva, CJ Patel Group has extended manufacturing, sales, distribution, and service businesses in Fiji with renowned brands and products and significant exports to a number of countries.

The Fleet Officer is responsible for reliable and timely service for fleet related matters including overall planning, coordination and management of Company fleet and related assets. This position reports to the Fleet Manager, CJ Patel & Company Pte Ltd.

Outcomes

Organisational Stakeholders
1. Fleet Management Ensured
All feet related services, maintenance and repair issues coordinated with each business units and the service provider Fleet operation tracking and reporting ensured, including the creation of performance, efficiency, vehicle/equipment maintenance and reports. Preventive maintenance programs are carried out as per schedule across entities routine and need-based maintenance of the vehicles in conjunction with the head driver monitored and ensured Analysis of vehicle status conducted and recommendations made for timely replacement, including type of vehicles, spares etc. in order to improve cost-efficiency Track and analyze the vehicles-wise cost of fueling, maintenance, and other recurring expenses pertaining to running of the fleet. Plan, process and execute vehicle purchase and vehicle replacement through efficient settlement. Proper procedures are strictly followed in relation to new vehicle purchases ensured  Required Quotations and financial analysis Board papers CAPEX approvals.  Vehicle documentation and  particulars maintained (e.g. registration, insurance) and completed Fuel cards arranged as per provisions of Company policy and approvals Electronic databases of sales, registration, inspections, and maintenance of fleet management maintained Files for all vehicles owned by CJ Patel & subsidiary companies   maintained and updated at head office in a timely manner. Transfer and movement of vehicles controlled in liaison with Fleet Manager as required by operations and management Vehicle handover process managed All drivers understand and procure the licenses and permits they need to legally carry drive Company fleet Updated licenses and authority to drive records maintained  Ensure pool fleet availability to meet all requests by scheduling, forecasting and surveying current user trends. mileage, fuel usage and upkeep monitored
2. Regulatory and Department Operational Compliance Ensured
LTA requirements met for Company maintained fleet  registrations, insurance, permits, licenses updated and renewed in a timely manner Online TIN database accessed and monitored for notices Drivers notified on fines and cleared in a timely manner frequent traffic infringements investigated and respective managed informed Services, repair and maintenance requests  attended to in a timely manner. Repair and service requested for Company Fleet by drivers and Entities reviewed in liaison with Fleet Manager Quotes obtained and costs reviewed prior to processing PO requests At least 3 quotations  obtained for maintenance carried out by the outside garage/part suppliers apart from the allocated service provider. Invoices received and checked accuracy, and is in line with job order and within budget timely submissions of invoices and documents to finance ensured Timely follow up with suppliers and service providers for invoices. Payment memos raised for services provided by external contractors Regular review and update of vehicle fleet related policies ensured Procedures and processes reviewed regularly in line with regulatory requirements ensured Maintenance of all risk and compliance documents ensured Vehicle Insurance updated with Insurance Manager Vehicle accidents and incidents investigated and reported in a timely manner liaison with insurance and respective managers for claims etc.
3. Teamwork and cooperation
Cooperation within the team and greater function / department Cooperation across functions / departments Work collaboratively to achieve the set targets and goals Prepare work plans (annual, monthly and weekly basis) Delegate work and train and supervise junior staff Provide guidance Fleet Manager and Finance supported with facilitation of information for fleet department budget preparation, monitoring and management
4. Well Informed Management.
Monthly management reports on vehicle status provided in a accurate and timely manners Vehicle usage, fuel issued, servicing, etc.  fleet operations reporting performance, efficiency, vehicle/equipment maintenance reports. Analysis conducted of vehicle status and recommendations made to Management for timely replacement in order to improve cost-efficiency
5. Safe work environment promoted and ensured at all times.
Work place safety is ensured                          Compliance to all Safety, Health and Environment regulations and policies ensured  Communication of Safety, Health and Environment to all team members are on an on-going basis Workplace incidents, accidents and injuries reported in a timely manner to reporting head Workplace hazards identification and elimination initiatives supported on an on-going basis
6. Organisation's image and value standards demonstrated and promoted
Collaborate with other teams in the organisation for the benefit of the organisation Monitor and encourage team members to uphold image and value standards Uphold and demonstrate the organisation's image and values

Responsibilities - Critical Competencies

Competence	Description
Business
Systems and Procedures	Develop and/or apply procedures to assist the organisation achieve its goals.
Customer
Customer Commitment	Demonstrate a commitment to customer service - both internal and external customers.
People
Team Orientation	Work in a team towards a common aim.
Facilitation	Assist the progress of work ensuring its timely and effective completion.
Professional
Compliance	Comply with relevant laws and the policies and procedures of the organisation.
Operational
Equipment Operation	Control the operation of specialised equipment, plant or vehicles to satisfy the demands of the assignment.
Stock Control	Acquire and monitor stock to meet business needs

Qualifications

Qualification	Discipline	Notes
Preferred
Diploma	Automotive engineering and management, Finance or Business Administration
Desirable
Degree	Accounting and Finance, Automotive

Work Knowledge and Experience

1. At least 3 -5 years experience in fleet management or a similar role
2. Must have excellent customer service skills & negation skills
3. Proficient in Microsoft office applications (Word, Excel & PowerPoint)
4. Must have Full Driver’s License - Group 2
5. Analytical mindset and strong problem-solving skills
6. Exceptional interpersonal skills to work with various departments

Requirements

Regulatory Compliance Requirements
Driver’s License

Interactions

Interaction	Comments
Internal
Finance Team
All employees
Management Team
External
Statutory Authorities
Regulators
Suppliers

Attributes

Attribute	Definition
Behavioural Styles
Accountable	Assumes full responsibility for own actions and identifies with the success or failure of own part of the overall work/goal.
Detail oriented	Attends to the small elements of a task/activity, ensuring completeness and accuracy.
Integrity	Adherence to moral and ethical principles; soundness of moral character; honesty.
Reliable	Is able to be trusted to do what is expected or has been promised, puts in a great amount of effort believing in the value of work.
Interpersonal Styles
Consensus seeker	Works to achieve group solidarity and general agreement and harmony.
Forthright	Speaks out frankly without hesitation, showing a direct manner.
Objective	Impartial and honest in dealings with others, eliminating own feelings and view to reach a balanced judgement.
Team Oriented	Enjoys being with others as part of a group or team.
Thinking Styles
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.
Flexible/Adaptable	Readily accommodates changing circumstances, modifying own behaviour and/or views. Able to adjust easily to new conditions.
Well organised	Controls tasks in a well thought out and critical manner.
Initiative	Takes action and makes decisions without the help or advice of other people.