Fleet Controller/administrator

4 weeks ago

Exeter, United Kingdom Major Recruitment Full time

Major Recruitment Ltd are currently recruiting for an experienced **Fleet Controller/Administrator** on behalf of our world-renowned, award-winning client based in Exeter.

Our client is a group of companies specialising in the supply of commercial assets and have grown rapidly from a Truck & Trailer rental product to now cover nine distinct asset groups.

If you'd like to be a part of this fantastic business, please read on - **Benefits of working for the company include**:

- 24 days holiday + 8 BH
- Accrual of service entitlement
- Long Service awards
- Free parking at every depot
- In house well-being service
- Employer supported volunteering days
- Optional purchase schemes (Annual leave, dental, Medical & Life assurance
- Annual flu vaccinations/vouchers
- Life Assurance x2 Annual salary
- Cycle to work scheme
- Contractual discretionary sick pay
- Family-friendly & work-life balance policies
- Company pension scheme
- Internal promotion pathways
- Birthday holiday
- Refer a friend scheme

**Purpose of Job**

The Fleet/Rental Controller will be responsible for providing a high-quality truck and trailer rental service to businesses in a designated area by the effective management of fleet operations and administration at the Branch.

- **Key Features & Responsibilities**:

- Regularly reviewing the physical appearance of the hire fleet and identifying cleaning, repair and maintenance requirements to ensure that the fleet always remains fit for hire and in all respects i.e., roadworthy, taxed and tested, compliant with all applicablelegislation, clean and damage free
- Ensuring that accurate and detailed "check out" and "check in" inspections are conducted on all vehicles leaving for, or returning from, hire or another branch to ensure that responsibility for damage can be finitely determined
- Notifying customers immediately damage has been identified and obtaining re-charge authorisation from the customer in the form of a customer purchase order or other appropriate written authority
- Liaising with Head Office Engineering, Fleet Quality Services and Fleet Services departments to evaluate the best course of action to effect estimates and repairs to minimise vehicle down time
- Ensuring that customer recharge invoices are completed accurately and properly, carrying full customer invoicing authorisation and that recharge enquiries from Head Office departments receive a prompt response from the branch
- Ensuring that a timely response is given to customer and internal queries and effectively communicating customer correspondence and queries to other departments as appropriate
- Informing the hirer in a timely manner of maintenance requirements, recall notices and MOT test dates etc for the vehicles on hire
- Managing MOT test schedules and planned maintenance programmes to ensure that replacement vehicles are available as required by customers and that vehicle down time through late servicing or breakdown is minimised
- Ensuring that maintenance planners and service inspection sheets are sent to each long term or contract hire customer at intervals designated by the Engineering department or the customer's Operator's Licence
- Prioritising the preparation of pre-booked trucks and trailers to meet specific customer requirements and ensuring that such vehicles are clean, road legal and free from damage so that vehicles are accepted without delay or complaint from the customer
- Ensuring that rental agreements are completed correctly and assisting with invoicing customers for all vehicles on hire
- Maintaining a stock of high turnover spares within a set budget and ordering replacements when required
- Safeguarding the health, safety and welfare of all staff and visitors and ensuring the security, cleanliness and tidiness of the premises and all vehicles contained on the site
- Providing general cover for other branch staff when they are absent or engaged
- Ensuring all vehicles are checked in using the specific truck and trailer app
- Managing the branch driver resource, ensuring compliance with legislative and company formalities including:

- Preparing and checking driver wage information
- Issuing and recovering tachograph records to and from drivers
- Checking that drivers are adhering to legislation regarding rest breaks, duty and driving hours
- Reconciling driver wage and tachograph information
- Maintaining tachograph records (analogue and digital) in line with legislation
- Co-ordinating the delivery and collection of vehicles to and from customers, other branches and repair agents requires sound planning skills and Rental Controllers are expected to liaise closely with all the above and the Fleet Services department withthe clear objective of minimising costs
- At all times, the job holder must be aware of the cash flow requirements of the Company and only call out repair agents in accordance with maintenance guidelines
- Will require indoor & outdoor working
- Customer damage to vehicles and trailers accounts for a large proportion of the operating costs of a vehicle hire company. Therefore, Fleet Controllers spend a high percentage of time and effort on 'check-out' and 'check-in' inspections to ensure vehiclesand equipment have not been damaged. While confidence and firmness is required to inform the hirer immediately of damage, diplomacy and courtesy is essential to ensure the necessary re-charge details are obtained
- **Skills, Knowledge & Experience**:

- The job holder must hold a full, valid UK driving licence
- Exceptional Customer Service Skills
- Good written and verbal communication skills
- Knowledge of asset rental, transport and distribution would be advantageous
- The ability to perform routine cleaning and maintenance and to fully inspect trucks and trailers, as required

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