Fleet Maintenance Controller

Role Purpose

The Fleet Maintenance Controller is responsible for coordinating vehicle maintenance activities to maximize fleet uptime and ensure vehicles remain safe, roadworthy, and operational. The role requires effective supplier management, maintenance coordination, cost control, breakdown support, and prompt response to driver maintenance requirements in a fast-paced, high-pressure environment.

Key Responsibilities

• Coordinate vehicle diagnostics, repairs, and maintenance bookings with approved suppliers.
• Manage and action driver-reported maintenance issues, including punctures, batteries, wiper replacements, and breakdown assistance.
• Coordinate tyre replacements and repairs through approved tyre suppliers.
• Monitor vehicle downtime and ensure repairs are completed within agreed service levels.
• Maintain active communication across multiple operational WhatsApp groups and ensure queries are actioned promptly.
• Build and maintain strong relationships with suppliers, workshops, tyre providers, and service partners.
• Negotiate pricing and obtain cost-effective quotations while maintaining service quality.
• Track repair progress and provide regular updates to drivers and management.
• Maintain accurate maintenance records and supporting documentation.
• Escalate critical vehicle issues and service delays where necessary.
• Support fleet operational requirements after hours and on weekends when required.

Strategic Vendor Management & Network Development

The Fleet Maintenance Controller's responsibilities extend beyond daily operational maintenance coordination and include the strategic development, management, and optimisation of the national maintenance supplier network.

Key responsibilities include:

• Building and maintaining strong professional relationships with RMI-accredited workshops, OEM dealerships, tyre fitment centres, and other approved maintenance service providers.
• Establishing strategic partnerships with major service vendors such as Tiger Wheel & Tyre, Supa Quick, and other maintenance and repair suppliers.
• Conducting ongoing market research to identify reputable and cost-effective RMI workshops and service providers across all operating regions.
• Vetting and onboarding new maintenance vendors in accordance with company standards, compliance requirements, service capabilities, and quality expectations.
• Performing site visits and facility assessments to evaluate workshop standards, technical capabilities, equipment, safety compliance, and customer service levels.
• Negotiating labour rates, parts pricing, service level agreements (SLAs), discounts, and warranty terms to ensure cost-effective maintenance solutions.
• Developing and maintaining a national supplier database, ensuring adequate workshop coverage in all operational areas.
• Monitoring vendor performance through predefined KPIs, including turnaround times, quality of repairs, cost control, warranty claims, and customer service standards.
• Conducting regular supplier reviews and performance audits, implementing corrective actions where service levels are not achieved.
• Identifying opportunities for cost savings and procurement efficiencies through supplier consolidation, preferred supplier agreements, and strategic sourcing initiatives.
• Ensuring all vendors comply with company policies, industry regulations, health and safety standards, and RMI accreditation requirements.
• Building relationships with dealership service managers, workshop owners, regional managers, parts departments, and key industry stakeholders to enhance service delivery and support.
• Investigating emerging maintenance technologies, products, suppliers, and industry best practices to improve fleet reliability and reduce maintenance costs.
• Supporting regional expansion by identifying and establishing maintenance support networks in new operational areas.
• Managing dispute resolution with vendors relating to workmanship, pricing, warranty claims, service quality, and account reconciliations.
• Collaborating with procurement, operations, and finance teams to develop supplier strategies that support fleet availability, uptime, and budget objectives.
• Representing the company during vendor meetings, industry engagements, supplier negotiations, and workshop performance reviews.
• Driving continuous improvement initiatives aimed at enhancing vehicle uptime, reducing repair cycle times, improving service quality, and achieving sustainable maintenance cost reductions.

Key Objective

To proactively develop and manage a high-performing maintenance supplier network that ensures nationwide service coverage, competitive pricing, quality workmanship, regulatory compliance, and maximum fleet availability while supporting the company's long-term operational and strategic objectives.