Fleet Supervisor in Southampton

Full Time Location: Southampton SO40

Salary: Up to £35k per annum

Hours: 08:00 to 17:00 Mon to Fri

Holiday allowance: 22 days + 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 minimise vehicle downtime.
• Report incidents to the insurance company and manage process.

Fleet Swaps and New Vans:

• Future Requirements: Regularly review fleet usage and performance reports to identify needs.
• Bring data to meetings with suppliers to support decision-making.

Preparation/Delivery:

• Create a checklist for van preparation, including mechanical checks, signage, and accessory installation.
• Coordinate closely with signwriters and tracker company and fleet supplier for timelines.
• Liaise with drivers line managers to organise location and time of vehicle handover.
• Ensure 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.
• Driver Education: Conduct training/refresher for van policies, safety, and reporting protocols.