Fleet Supervisor Full Time Location: Southampton SO40 Salary: Up to £35k per annum Hours: 08:00 to 17:00 Mon to Fri Holiday allowance: 22days 8 UK public bank holidays. Company: Pension Scheme DPP Limited is a leading HVAC & Electrical maintenance service provider in the South of England & Wales. Owing to our continued growth, we are now seeking a Fleet Supervisor to join us in January 2025. Must hold full UK driving licence. Previous experience an advantage. Key Responsibilities: Direct Advice: Maintain clear communication channels (email, hotline, etc.) for quick support. Organise spare vans for engineers off the road Liaise with relevant parties to ensure vans are serviced Liaise with driver line managers to ensure they can manage the engineers work schedules. Provide written guidelines or FAQs for common van issues. Escalation to supplier: Create a log of unresolved issues to escalate promptly. Propose alternative vendors or solutions if supplier delays resolution. Track response times and set expectations with supplier. Accidents/Damage Management: Use standard forms/templates for reporting damage or RTAs to ensure complete and accurate information. Maintain a database of trusted local repair agencies. Schedule repair work to minimize vehicle downtime. Report incidents to the insurance company and manage process. Fleet Swaps and New Vans 1. Future Requirements: oRegularly review fleet usage and performance reports to identify needs. oBring data to meetings with suppliers to support decision-making. 2. Preparation/Delivery: oCreate a checklist for van preparation, including mechanical checks, signage, and accessory installation. oCoordinate closely with signwriters and tracker company and fleet supplier for timelines. oLiaise with drivers line managers to organise location and time of vehicle hand over. oEnsure the company is aware of all damaged vehicles prior to the vehicle swap for budgeting purposes. Leaver Van Management Condition Inspections: Use standardised inspection forms to ensure thorough and consistent assessments. Photograph all areas of the van for documentation. Cleaning: Partner with reliable cleaning services for quick turnarounds. Repairs: Leverage partnerships with repair agencies for discounted rates. Schedule repairs during off-peak periods. Recovery: Maintain a pool of designated staff or contractors for retrieval tasks. Establish a process to notify leavers early about van return requirements. Onboarding New Starters Van Availability: Maintain a small pool of spare vans for emergencies. Confirm readiness of assigned vans prior to induction. Handover & Policy Induction: Conduct a hands-on demonstration of key features and safety tips. Log van condition meticulously with photographs during handover. Explain company vehicle policy, procedures and responsibilities. Best Practices Centralised Record-Keeping: Use fleet MS Office software to log all van-related activities, including maintenance, repairs, allocation, and condition reports. Regular Communication: Establish periodic check-ins with Accounts, Suppliers, and drivers to proactively address emerging issues. Proactive Maintenance: Schedule preventive maintenance and inspections to minimise unexpected breakdowns. 4. Driver Education: Conduct training/refresher for van policies, safety, and reporting protocols. Escalation to Supplier: Create a log of unresolved issues to escalate promptly. Propose alternative vendors or solutions if Supplier delays resolution. Track response times and set expectations with Supplier. Accidents/Damage Management: Use standard forms/templates for reporting damage or RTAs to ensure complete and accurate information. Maintain a database of trusted local repair agencies. Schedule repair work to minimise vehicle downtime.