Fleet Controller

Job Title: Fleet Controller Dedicated

Overview

Our client in the logistics transport and supply chain industry is looking for a highly organised and detail-oriented Fleet Controller to manage and oversee daily fleet operations. The successful candidate will be responsible for coordinating transport activities from planning and collection through to delivery and invoicing ensuring efficiency compliance and exceptional customer service through accurate real-time data management.

Job Purpose
To control and manage import export and local transport operations by coordinating fleet activities monitoring shipments and ensuring timely delivery in line with operational and client requirements.

Key Responsibilities

1. Operational Processes

• Manage operational files and ensure adherence to established process flows

• Deliver high levels of customer service and respond promptly to client queries

• Liaise effectively with drivers clients and suppliers throughout the shipment lifecycle

2. Indent Monitoring Booking & Transport Coordination

• Monitor and manage bookings from order placement through to delivery

• Ensure all shipment data is captured accurately and updated in the transport management system (TMS)

• Track shipments and provide regular updates to clients

• Ensure all driver and vehicle documentation permits and compliance requirements are up to date

• Coordinate transport bookings with hauliers including special cargo requirements (e.g. hazardous or out-of-gauge loads)

• Arrange delivery in line with client instructions and timelines

3. Customs Clearing Coordination

• Ensure all required documentation is submitted for customs clearance

• Follow up on shipments until release is confirmed by the relevant authorities

• Coordinate with clearing agents and ensure compliance with import/export regulations

• Facilitate timely release and movement of consignments

4. Finance & Administration

• Ensure all operational files are opened timeously and maintained accurately

• Verify and process supplier invoices prior to client billing

• Prepare and submit costing sheets for approval

• Ensure invoices are raised accurately and submitted within required timelines

• Manage credit note processes in line with approval protocols

• Maintain accurate debtor and creditor records in the system

5. Quality Control

• Ensure timely and successful execution of all transport activities

• Report service failures incidents or claims within 24 hours

• Ensure all proof of delivery (POD) documentation is received within KPI timelines

• Conduct file audits prior to closure ensuring all documentation is complete and compliant

6. Reporting & Communication

• Provide daily tracking reports to clients within required timeframes

• Ensure clients are regularly updated on shipment status

• Submit project and activity reports within stipulated deadlines

• Maintain accurate and up-to-date operational records

7. General Responsibilities

• Maintain confidentiality and professionalism at all times

• Ensure compliance with internal policies and procedures

• Keep work areas organised and maintain proper documentation standards

• Perform additional duties as assigned by management

Key Performance Indicators (KPIs)

• Accurate and compliant file management

• Daily tracking reports completed and shared on time (including weekends)

• Real-time accuracy of operational systems

• On-time loading and delivery performance

• Revenue optimisation and cost control

• Strong stakeholder and team relationships

Minimum Requirements

Qualifications & Experience

• Grade 12 (Matric)

• Diploma or Degree in Logistics Supply Chain Management or related field (advantageous)

• Minimum 2 3 years experience in freight forwarding or logistics

• Working knowledge of customs procedures

Skills

• Strong computer literacy (MS Office and transport systems)

• Excellent communication (verbal and written)

• Strong interpersonal and coordination skills

Abilities

• Ability to work under pressure and meet strict deadlines

• Strong organisational and administrative capabilities

• Ability to analyse and process operational data

• Team collaboration and leadership capability

Personal Attributes

• High attention to detail

• Proactive and methodical approach to work

• Self-motivated with high energy levels

• Strong team player with a positive attitude