Fleet Manager (Sossusvlei Desert Lodge - Namibia)

• Vehicle & Plant Inspections
• Service Schedule
• Services of Vehicle & Plant
• Ensure maximum turnaround of vehicles in the workshop
• Minimize down time of all vehicles
• Ensure that workmanship is of the highest possible standard
• Required to drive as many of the vehicles on the reserve at least once per month
• Test drive every vehicle that comes out of servicing – to ensure that every vehicle has been serviced/repaired to the highest standard
• Liaise with H.O.D’s on any large costs and/or delays in vehicle repairs
• Ensure that game drive vehicles are presentable “in the eyes of the guest” at all time
• Follow up on all outsourced work and ensure that it is of the required standard
• Liaise with General Manager on major repairs
• Update Reserve management on condition of fleet and advise when equipment becomes costly to maintain
• Regular visits to Quads, E-bikes to check on requirements and standards
• Continual monitoring of vehicle and generator maintenance records, updating service records and ensuring correct maintenance procedures are followed
• Monitoring fuel usage and logging of all fuel records – reviewing and implementing improved systems to improve fuel consumption
• Continuously strive to improve operational systems and procedures involving vehicles, decrease vehicle down time and improve the standards and condition of the fleet.
• Work closely with other departments from a logistical point of view
• Work closely with ranger trainers and implement courses for drivers / rangers in order to improve the guest experience and improved driving skills
• Communicate regularly with lodge manager regarding fleet upkeep and operation at the lodge
• Ensuring the lodge workshop are clean, organised, stocked and well looked after
• Preparing budgets – current maintenance costs, proposed future costs, fleet replacement etc.
• Ensure stock controls are implemented, controlled and minimum stocks are adhered to
• Provide immediate and prompt support to the lodge
• Communicate with all walks of life – from 5 star guest to lodge manager to workshop manager to workshop cleaner
• Renew and maintain all legal documents per vehicles – insurance, roadworthy inspections
• Supervise workshop staff at lodge

• Responsible for the maintenance/servicing of all standby generators
• Ensure that they are always in good working order and are reliable

• Month End
• Stock Take
• Responsible to do a physical month end count with the workshop
• Submission of stock value is sent to finance/accounts together with recharges at the end of the month
• Recharges
• Ensure that all spares coming out of the storeroom are fitted on the vehicles
• All spares are charged out to the vehicles that they have been fitted onto
• All recharges are sent to the accounts/finance team at month end
• Compile a summary of recharges at the end of each month – this is sent to finance/accounts team
• Spares & Parts
• Responsible for the ordering of vehicle spares and ensuring that company is not overpaying for parts
• Make sure that spares ordered are received
• Invoices processed and submitted timorously for payment in the same month of receiving goods
• Ensure that a healthy par stock is maintained
• Ensure that the storeroom is secure at all times and there are tight controls
• Make sure that all stocks are secure and that there is no pilferage
• Panstrat
• All invoices for goods received to be captured in quick-books as soon as possible but within the same calendar month of invoice date
• All stock on quick books to be allocated to the correct vehicle
• At month end all invoices are closed, printed and placed in the correct vehicle files
• Back up the Panstrat file onto an external hard drive every month
• Vehicle Files
• Create & Maintain a file for every vehicle
• Job cards and invoices to be filed at the end of every month into the relevant vehicle file
• Invoice Files
• Create & maintain a file for all invoices
• To be filed as per supplier
• Vehicle Licensing
• Ensure that all vehicles are licensed and road worthy
• Create and maintain a separate file for all vehicle log books and licenses
• Workshop Expenses Budget Line
• Responsible for this budget line
• Report queries on Management Accounts and Ledgers to the Reserve manager or Financial Controller

• Recruitment
• Responsible for hiring and vetting of all workshop staff
• Responsible for induction of staff/filling in all necessary paperwork associated with hiring of new staff
• Ensure that all workshop staff have a Letter of Employment
• All other necessary staff file paperwork (Medical Aid/ID copies/bank accounts/salary is communicated to HR/Payroll accounts
• 3 month performance reviews are completed on their due date and record sent to HR
• Staff Development/Motivation
• Ensure that all workshop staff has the technical know-how to repair vehicles/plant & perform their jobs efficiently
• If lacking need to do training
• Identify growth opportunities for workshop staff
• Have regular team building exercises with workshop staff
• Six monthly performance reviews done with all Workshop Staff members and filed with HR
• Control & Discipline
• Responsible for giving permission and controlling all workshop staff visitors
• Responsible for dealing with any workshop staff disciplinary issues
• Day to day management of workshop staff
• Familiar with &Beyond Disciplinary Policy and Procedures
• Communication
• Responsible for communicating relevant information to staff through formal meetings weekly or as and when required
• Updating the workshop notice board with relevant information pertinent to the workshop staff
• Health & Safety
• Ensuring that all staff is wearing the correct uniform and safety gear when operating workshop equipment
• Ensuring that all workshop machinery is safe/certified and legally compliant
• Ensure that all staff operating tools & machinery within the workshop are competent and fully trained
• Ensure that the workshop first aid kit is fully stocked
• Ensure that there is always a First Aid trained staff member on duty at all times
• Ensure that Positive Health training takes place timorously in conjunction with the Phinda Positive Health Champion
• Ensure that workshop staff accommodation is kept clean and safe at all times
• Ensure that the workshop and its environs are kept neat/tidy and clean at all times
• Time Book
• Responsible for the Workshop Staff time-book
• Leave
• Responsible for Workshop Staff leave cycles and recording of leave
• Keep track of staff sick leave, family days

• Communication skills - with guests and fellow staff members
• Good organisational ability
• Lateral thinking ability
• Initiative
• Must adhere to World Class Hospitality and Service Standards
• Professional, courteous
• Must be able to lead people and correct things when needed
• Honest, have good integrity, proactive and driven person who has career ambition

• Hospitality
• Environment
• The surrounding communities
• Company Knowledge (&BEYOND as well as Wild impact)

• Formal mechanical qualification / training is required, and a mechanical trade test must have been completed
• Minimum 5 years’ experience in a mechanical workshop
• Minimum 3-5 years in management experience
• Communicate clearly in English – both written and spoken
• Knowledge of Excel and Word a must
• Recent employment in workshop / mechanical areas
• Hands on, energetic, hardworking, enthusiastic and driven to improve and streamline the fleet department
• Valid un-endorsed driver’s license
• Valid passport

• Able to handle pressure, and still operate effectively
• Energetic, proactive person
• Good interpersonal skills – able to function as part of a team
• Attention to detail and show initiative
• Diligence and self-motivation to meet deadlines and keep on top of your job
• Willingness/ability to share information and teach and inspire others

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