Fleet Relations Officer
DEPARTMENT Fleet Management
REPORTS DIRECTLY TO Fleet Relations Supervisor/Manager
REPORTS INDIRECTLY TO Fleet Manager
NUMBER OF REPORTING RELATIONSHIPS 2/3
TRAVEL REQUIREMENTS Travel is required within the metropolitan area on an infrequent basis
EMPLOYING ENTITY Capital Transport and Logistics Group Pty Ltd
AUTHORITY TO ACT
This position must act within written group policies, procedures and operations manuals. All decisions outside these parameters must be approved by your direct manager.
NUMBER OF STAFF REPORTING DIRECTLY TO THIS POSITION 0
NUMBER OF SUB-CONTRACTORS REPORTING DIRECTLY TO THIS POSITION Various Sub-Contractors
CRITICAL RELATIONSHIPS (INTERNAL)
- National Operations Manager
- State Manager
- Fleet Department
- Courier Department
- Taxi Truck Department
- Contracts Department
- Sales and Account Management Department
- Risk and HR Department
CRITICAL RELATIONSHIPS (EXTERNAL)
- Existing Sub-Contractors
- Potential Sub-Contractors
Position Summary
As the Fleet Relations Officer you will report directly to the Fleet Relations Manager and indirectly to the Fleet Manager. You must ensure that all sub-contractors recruited meet group quality requirements from a performance, vehicle and equipment perspective. You are also responsible for ensuring that all sub-contractors are comprehensively trained during their induction so that our sub-contractors have the skills required to perform their roles proficiently, and without risk to the health and safety of themselves and others.
You are responsible for ensuring that all administrative aspects of the Fleet Management Department are accurate at all times, which includes but is not limited to sub-contractor incentive payments, asset management, the Transport Management System (“TMS”) information, sub-contractor attendance and incident and investigation.
1. Key Responsibilities and Tasks
1.1 SUB-CONTRACTOR RECRUITMENT AND RETENTION
- Liaise with the Fleet Manager, Courier Manager and Taxi Trucks Manager on a regular basis regarding the fleet composition ensuring that the types of vehicles are available in order for the Company to meet the agreed service levels. You must assist in increasing and reducing the fleet as required to accommodate the peaks and troughs throughout the year and recruit the required number and type of vehicles according to operational, seasonal and budget requirements and/or management’s requests
- Ensure recruitment, selection, induction and termination of sub-contractors abides by Group policy and legislation at all times
- Advertise for sub-contractors as required abiding by Group policy including:
- Posting and updating advertisements on the appropriate platform including but not limited to online and newspaper platforms to reflect changing fleet requirements;
- Reviewing the content of advertisements and updating where required to achieve a higher volume of desired applicants;
- Reviewing advertising requirements for permanent placements, as per the Permanent Vehicle Implementation Form. You must place new specific advertisements online and in various newspapers as required; and
- Displaying and updating the fleet recruitment sign located outside of the business building each morning, unless directed otherwise by your Manager
- Conduct a minimum of 10 potential sub-contractor owner driver interviews per week, unless otherwise instructed by your Manager
- Sub-contractor interviews are to be conducted as efficiently as possible. The interviews are to be conducted in group sessions according to vehicle types, where practical.
- Single interviews should take no longer than 30 minutes for an experienced sub-contractor owner driver and 45 minutes if they are new to the industry.
- You must ensure that all requirements of engagement are conveyed to the potential sub-contractor during the interview, including but not limited to supplying the tool of the trade (i.e. vehicle), supplying all required credentials and insurances, pay dates, processes and conditions, hours of work, tasks expected to be performed (i.e. manual handling and load restraint), required equipment and ABN requirements.
- Perform competitor analysis and market reviews, no less than on a quarterly basis, on the following topics:
- Driver earnings;
- Recruitment process;
- Fuel Levy;
- Working hours; and
- Retention initiatives
You must provide this information to your Manager for review
1.2 SUB-CONTRACTOR TRAINING AND DEVELOPMENT
- Ensure you have a comprehensive understanding of all Sub-Contractor Policies including but not limited to:
- Manual Handling;
- Load Restraint;
- Chain of Responsibility;
- Fatigue Management;
- Dangerous Goods;
- Escalation Process; and
- Customer Service
- Ensure all sub-contractors participate in and complete the practical driver training before engaging in any services on behalf of the Company.
- You must assist in facilitating this training where required
- On completion the sub-contractor must execute the relevant Ancillary Signing Page
- You must assess the competency of sub-contractors by ensuring they perform the practical assessments per the Benchmark outlined in the Sub-Contractor Practical Driver Training Manual
- Assist sub-contractors in understanding the HRWebPortal Online Policies and ensure they complete the assessment, achieving a 100% test score before engaging in any services on behalf of the Company. On completion the sub-contractor must execute the relevant Ancillary Signing Page
- Facilitate on-road training to all in-experienced drivers. An in-experienced driver is one with less than 6 months experience in the industry. During this training you must act as a passenger in the sub-contractor’s vehicle for no less than two (2) hours and:
- Observe the sub-contractor’s competency in all sub-contractor policies including but not limited to manual handling and load restraint;
- Train sub-contractors on processes including but not limited to radio operation, communication equipment, escalation and customer service; and
- Identify any additional training requirements
- Liaise with the State Manager, Courier Manager, Taxi Trucks Manager and Recruitment Officer to identify new and existing sub-contractors that require on the road training
- Ensure that all sub-contractors that are due for refresher training on the online policies, as per the re-test date indicated on the HRWebPortal, complete this training before the re-test date occurs. You must ensure that the sub-contractor completes the assessment, achieving a 100% test score before engaging in any services on behalf of the Company. On completion, the sub-contractor must execute the relevant Ancillary Signing Page
- Conduct sub-contractor tool box meetings as required
- Organise Safe Work Method Statement (SWMS) training with the Contracts Department for sub-contractors and employees of sub-contractors, where required
- Assist sub-contractors with all third party inductions as required by our customers
- Make a minimum of two (2) proactive phone calls per week to our existing sub-contractor fleet addressing any training or process issues. You are required to perform the following measurements and provide feedback to the sub-contractor on the following topics:
- Last month’s earnings and job numbers (split into periods);
- If earnings or job numbers are low, you must review the time between the first pick up and completion of the last job for each day from the previous week to assess start and finish times and the total work time of each day;
- Attendance over the last month;
- Training or performance improvement opportunities; and
- Any other feedback provided by the driver.
You must record the consultation on the HRWebPortal against the appropriate sub-contractor and set required actions to be taken (by you, or the driver). You must ensure a follow up call is made within the next period to measure the success or failure following the implemented actions.
1.3 SUB-CONTRACTOR COMPLIANCE
- Assist the Compliance and Administration Officer with the on-boarding of all sub-contractor drivers including:
- Ensuring all sub-contractor files are created and completed accurately upon induction of new sub-contractors in accordance with the relevant New Driver Checklist;
- Assisting the sub-contractor in completing all required paperwork including the Sub-Contractor Details Form and Sub-Contractor Agreement;
- Ensuring that all sub-contractors are accurately setup in Transport Management System (“TMS”) and HRWebPortal prior to their commencement date. You are required to make sure that the information recorded in TMS is current and accurate;
- Conduct a vehicle and equipment audit for all new vehicles prior to the sub-contractor’s commencement
- All vehicles must be audited in line with the Vehicle and Equipment Audit Checklist
- All vehicles meet the Capital Transport Group’s Work Health and Safety (WH&S) policy and WHS legislation
- You must ensure our vehicle fleet is presentable by way of clean and tidy vehicles that are decaled in line with group policy
- Accurately identify and record specifications for all vehicles including but not limited to the gross vehicle mass (GVM), tare weight and carrying capacity of the vehicle onto the TMS and Vehicle and Equipment Audit Checklist
- Conduct a minimum of 10 additional sub-contractor vehicle and equipment audits per period using the Vehicle and Equipment Audit Checklist
- You must ensure all vehicles are audited on commencement and on an annual basis to ensure ongoing compliance
- Maintain an adequate supply of vehicle decals, and decal appropriate vehicles in line with Group policy
- Assist the HR and HR Department with annual sub-contractor audits, as required
1.4 SUB-CONTRACTOR ATTENDANCE REPORTING AND MANAGEMENT
- Manage sub-contractor attendance by:
- Preparing fleet attendance reports on a daily basis;
- Liaising with the Courier, Taxi Trucks, and State Manager regarding the fleet requirements and ensure there are a sufficient number of sub-contractors available to cover daily job demands via the attendance process;
- Ensuring a minimum of 90% of the sub-contractor courier fleet are on the road;
- Ensuring that all new sub-contractors (that have started within the last month) have logged on their PDA and contacted the Radio Operator by 8.00am. You must contact those who have failed to do so by 8.30am and record the conversation in the HRWebPortal against the respective sub-contractor;
- Proactively managing sub-contractors that have ceased providing services but still have our equipment, ensuring their final payment is held until all equipment is recovered;
- Obtaining sub-contractor availability for Christmas and January period; and
- Managing long term absent as instructed by your Manager
1.5 INCIDENT REPORTING AND INVESTIGATION
- Use your best endeavours to ensure that sub-contractors comply with legislation and Company Policies in relation to Work Health and Safety (WH&S) and industry best practice. You must further ensure that sub-contractors are not exposed to a situation or environment that observably poses a risk to their health and safety
- Ensure all incidents and/or near misses are recorded and reported as per Group policy and legislation within 1 week of the incident occurring. This includes:
- Completing the “Register of Incidents & Investigations Form” for all incidents and near misses;
- Obtaining detailed sub-contractor statements where required;
- Obtaining detailed client statements where required;
- Conducting further investigation to determine the root causes of the incident or near miss through:
- Consultation with key stakeholders;
- Capturing of key information;
- Consideration of key contributing factors; and
- Analysis of the HRWebPortal notes, job notes, and video footage where required;
- Identifying and implementing control measures in accordance with the Hierarchy of Controls to prevent the incident from occurring in the future within 24 hours of the incident report, including:
- Elimination;
- Substitution;
- Engineering Controls;
- Administrative Controls; and
- PPE
- Escalating all incidents and near misses to the relevant Department Manager, State Manager and National Work Health Safety Manager without delay;
- Recording the detailed information collated subsequent to an investigation in the HRWebPortal against the respective sub-contractor within 12 hours
- Recording all incidents and near misses in the Incidents Register, ensuring all information is accurately captured and all sections have been completed, within 12 hours of conducting the incident report; and
- Updating the Incident Register with any changes or updates to the status of the incident
- Escalate any incidents resulting in injury to the Risk and HR Department immediately. You must record any restrictions that injured driver has on the TMS
- Investigate any sub-contractor damage claims, to identify the reason for the claim and to retrain and/or re-educate the sub-contractor in the correct process to prevent further damages from occurring
1.6 MANAGEMENT OF SUB-CONTRACTOR MINIMUM INCENTIVE AGREEMENTS
- Ensure all sub-contractors on Incentive Agreements have executed the Minimum Incentive Agreement form with an Agreement start and finish date. This Agreement must be kept in the appropriate sub-contractor’s file
- Communicate the requirements of the Incentive Agreement to all sub-contractors before execution of the Agreement
- Compile sub-contractor incentive payments ensuring 100% accuracy
- Ensure all sub-contractor incentive payments are accurate at all times
- Prepare and audit sub-contractor recharges and incentive payments each period by the close off deadline
- Review earnings for all new sub-contractors (that have started within the last month) identifying those who have fall below the expected earnings, as instructed by your Manager. You must contact each of these sub-contractors to determine the reason/s for their lower than expected earnings, with the view to identify areas for developmental training, and set times to facilitate that training
- Communicate Incentive Agreement removals to sub-contractors, as instructed by the State Manager or relevant Operations Manager
1.7 ASSET MANAGEMENT
- Ensure all sub-contractors are fully uniformed with identification tags, personal protective equipment, PDA, and equipped with the appropriate manual handling and load restraint equipment for their vehicle type
- Maintain the sub-contractor uniform register ensuring it is accurate and up to date at all times
- Maintain the Asset Register accurately, capturing any changes to equipment and their status
- You must ensure that all sub-contractor equipment (i.e. PDA’s and radios) is accounted for in the HRWebPortal. This means that if equipment is given to a sub-contractor it must be allocated to the respective sub-contractor in the HRWebPortal ensuring that the serial number of the equipment and the serial number recorded in the HRWebPortal are the same
- Organise and manage sub-contractor radio installation and de-installations abiding by company policy with respect to suppliers and asset management
- Supply and install sim cards and issue PDA equipment as instructed by your Manager
- Ensure all sub-contractors are provided with the “Guidance Note – Proper use of a mobile device as a Driver’s Aid” document
- Ensure all sub-contractors in-vehicle equipment is returned upon contract termination
- Manage terminated sub-contractors and ensure:
- Relevant information including but not limited to their sub-contractor file is archived as instructed by your Manager;
- The TMS and HRWebPortal are updated to reflect the termination;
- The charge up costs are applied where required; and
- Ensure all sub-contractors equipment is returned upon contract termination. Where the sub-contractor does not return the company equipment, you must ensure the cost of unreturned equipment as outlined in the Sub-Contractor Equipment is charged unless otherwise instructed by your Manager
1.8 DRIVER LIAISON
- Communicate with sub-contractors on a regular basis to resolve any issues before they impact clients including:
- Contacting all new sub-contractors the day after they complete one full day on the road and fill in the ‘New Driver First Day Feedback’ Form ensuring that any problems that are identified are resolved immediately;
- Sending all new sub-contractors a welcome email within 1 day of their first full day on the road;
- Making a minimum of 15 proactive phone calls per day to our existing sub-contractor fleet covering the following questions:
- Do you need Capital Transport uniforms?
- Does your vehicle have decals?
- Are there any issues that you would like me to follow up?
- Consulting with sub-contractors on disciplinary and training issues where required, recording the consultation in the HRWebPortal in line with group policy
- Proactively contact all new sub-contractors immediately after they receive their first Recipient Created Tax Invoice (‘RCTI”) explaining how our pay system works, what is detailed on their RCTI and resolving any related queries. You must record the conversations in the HRWebPortal against the relevant sub-contractor ensuring that any notes recorded can be understood by someone exterior to the business
- Resolve sub-contractor pay queries within 1 week of the query. You must perform further investigation where required
- Liaise with the relevant departments to resolve sub-contractor queries in a timely manner
- Perform exit interviews (either face-to-face or over the phone) with all sub-contractors that leave the business within 2 weeks of the sub-contractor’s last working day to identify potential issues and reduce the likelihood of them occurring again
- Ensure that all communication with sub-contractors is recorded accurately in the HRWebPortal against the relevant sub-contractor ensuring that any notes recorded can be understood by someone exterior to the business
- Ensure that all communication with sub-contractors is recorded accurately in the HRWebPortal against the relevant sub-contractor ensuring that any notes recorded can be understood by someone external to the business. You must ensure you capture all key information for all events including but not limited to:
- Accidents, incidents and near misses;
- Absenteeism;
- Lateness/poor time management;
- Failure to follow instructions;
- Conversations relating to instances logged in the Feedback Report;
- Client Feedback;
- Pay queries, advances, questions/queries;
- Credential follow ups; and
- Any performance management related conversations.
- Ensure that the contents of notes placed in the HRWebPortal include the following detail as a minimum:
- Reason for the phone call / non-compliance, citing job numbers and dates (where possible);
- What is required for compliance, or what action is to be taken following the phone call;
- The date for compliance/action;
- What will occur if compliance/action is not met by the deadline date;
- Sub-contractors response; and
- Anything else that is relevant
1.9 GENERAL RESPONSIBILITIES
- Implement and perform any other administrative duties required to properly manage the Fleet Management Department
- Attend one on one meetings with your Manager as required
- Effectively communicate with colleagues and sub-contractors
- Advocate co-operation with other departments
- Ensure that your written and verbal communication with clients, colleagues and sub-contractors is always professional and courteous
- Ensure you are logged into the phone system and be available to accept overflow calls from the Customer Service Department. You are to only use the “Make Busy” telephone option for breaks and for the purpose of completing work-related tasks
- Assist with any reasonable tasks requested by your Manager
- Notify your Manager if you require additional training as soon as practicable
- Ensure you use work time and resources for work activities, by limiting personal phone calls, internet browsing and mobile phone usage
- Ensure compliance with Capital Group’s Company Policies at all times
1. Occupational Health and Safety (OH&S) Responsibilities
All staff are responsible for the following safe work procedures and instructions:
EMPLOYEES MUST
1. Cooperate with the Capital Transport Group in relation to activities taken by the group to comply with OH&S legislation.
2. Comply with the OH&S policy
3. Adopt work practices that support OH&S programs
4. Take reasonable care for their own health and safety and the health and safety of other people who may be affected by their conduct in the workplace
5. Ensure that any hazardous conditions, near misses and injuries are reported immediately to their manager
6. Participate in meetings, training and other environment, health and safety activities as directed by their manager
7. Not wilfully place at risk the health or safety of any person in the workplace
8. Not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare
SUPERVISORS ARE RESPONSIBLE FOR:
9. Developing new work procedures, as required, in conjunction with relevant persons
10. Providing all staff with relevant OH&S information in an appropriate manner
11. Providing personal protective equipment and clothing if hazards cannot be fully eliminated
12. Providing adequate supervision through technical guidance and support
13. Identifying and controlling hazardous conditions
14. Providing appropriate facilities for safe storage, handling and transport of hazardous substances
15. Ensuring that all accidents and incidents are reported
MANAGERS AND SECTION HEADS ARE RESPONSIBLE FOR:
16. Maintaining compliance with all OH&S policies and procedures by regular performance review
17. Conducting regular inspections to identify risk/aspects, implementing corrective action and arranging monitoring where required
18. Ensuring that all staff, including sub-contractors under local control, are appropriately inducted
19. Providing relevant OH&S information and ensuring appropriate training;
20. Identifying health monitoring needs, in consultation with the Occupational Rehabilitation specialists
21. Maintaining appropriate records
22. Investigating all reported incidents and reporting to department heads all action taken to prevent a similar occurrence
