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About the Role

As the Fleet Support Officer, you will be responsible for ensuring sub-contractor compliance, including verifying valid insurances and credentials. You will use Undivide to track sub-contractor details and escalate non-compliance issues. This role also involves maintaining accurate administrative records for the Fleet Management Department and assisting with new sub-contractor onboarding.

Responsibilities

• Assist the Fleet Recruitment Officer with the on-boarding of all new sub-contractors.
• Ensure all sub-contractor files are created and completed accurately upon induction.
• Assist sub-contractors in completing all required paperwork.
• Ensure sub-contractors are accurately set up in the Transport Management System (“TMS”) and Undivide prior to their commencement date.
• Assist sub-contractors in understanding Undivide Online Policies and completing the assessment.
• Ensure sub-contractors complete Practical Driver Training.
• Ensure all sub-contractor credentials and insurances are valid and appropriate for their services.
• Record sub-contractor equipment allocation in the Undivide asset register.
• Assist sub-contractors in completing a police check, where required.
• Organise Safe Work Method Statement (SWMS) training for sub-contractors.
• Assist sub-contractors with third-party inductions.
• Ensure completed sub-contractor files are given for a secondary check within 1 day.
• Maintain a register for sub-contractors on vehicle rental agreements.
• Record vehicle rental agreement expiry dates in Undivide.
• Act as the day-to-day Fleet representative for OHS.
• Serve as the Fleet point of contact for Incident Management and maintain the incident register.
• Conduct required incident investigations in a timely manner.
• Ensure all sub-contractor files are updated and compliant, maintaining an overall compliance rate of 90% or above.
• Perform a minimum of five initial sub-contractor file audits per week.
• Rectify all critical non-compliances within one week of the initial audit.
• Liaise with sub-contractors to communicate compliance requirements.
• Schedule times for sub-contractors to attend base to rectify non-compliances.
• Obtain promise dates from sub-contractors for supplying expired or invalid credentials.
• Document all communication with sub-contractors in the Notes tab of Undivide.
• Perform a minimum of five secondary audits per week for rectified non-compliances.
• Ensure 100% of sub-contractors have a Right to Work in Australia.
• Investigate sub-contractors with questionable Right to Work or Visa restrictions.
• Ensure ABN details on all Sub-contractor Agreements are active and accurately recorded.
• Ensure all sub-contractor details and credential/insurance information are accurate and up-to-date.
• Escalate any critical non-compliance to the relevant departments.
• Ensure a comprehensive understanding of all Sub-Contractor Policies.
• Ensure sub-contractors with invalid or expired credentials do not perform services until compliance is rectified.
• Assist the Human Resource and Risk Department with annual sub-contractor audits.
• Review the PowerBI credential report to identify expiring credentials and insurances.
• Contact sub-contractors regarding upcoming expiry of credentials and insurances.
• Notify relevant Departments of sub-contractors who cannot work due to expired credentials.
• Confirm that sub-contractors not permitted to engage in services have not been allocated jobs.
• Review the Operations Feedback Report and follow up on sub-contractor compliance issues.
• Ensure Fleet Management Standard Operating Procedures are accurate and up-to-date.
• Ensure all communication with sub-contractors is recorded accurately in the Notes tab of Undivide.
• Capture all key information for all events including accidents, incidents, absenteeism, lateness, client feedback, pay queries, credential follow-ups, and performance management conversations.
• Ensure notes recorded in Undivide include reason for call, required action, deadline, sub-contractor response, and other relevant information.
• Ensure all sub-contractors are fully uniformed and equipped with necessary items.
• Maintain the sub-contractor uniform register.
• Maintain the Asset Register accurately.
• Ensure all sub-contractor equipment is accounted for in Undivide.
• Organise and manage sub-contractor radio installation and de-installations.
• Supply and install sim cards and issue PDA equipment.
• 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, including archiving files, updating profiles, and applying charge-up costs.
• Ensure all sub-contractor equipment is returned upon contract termination.
• Mediate with sub-contractors to reach mutually beneficial outcomes.
• Implement and perform any other administrative duties required to properly manage the Fleet Management Department.
• Ensure all incidents and/or near misses are recorded and reported as per group policy and legislation.
• Actively identify new procedures and processes to improve the sub-contractor on-boarding and compliance process.
• Assist with the fleet attendance report.
• Attend one on one meetings with your Manager.
• Effectively communicate with colleagues and sub-contractors.
• Advocate co-operation with other departments.
• Ensure written and verbal communication is always professional and courteous.
• Be available to accept overflow calls from the Customer Service Department.
• Assist with any reasonable tasks requested by your Manager.
• Notify your Manager if you require additional training.
• Use work time and resources for work activities.
• Ensure compliance with Capital Transport Group’s Company Policies.
• Ensure compliance with Work Health and Safety (WH&S) responsibilities.

Requirements

• This position must act within written group policies, procedures and operations manuals.
• All decisions outside these parameters must be approved by your direct manager.
• Cooperate with the Capital Transport Group in relation to activities undertaken to comply with WH&S and National Heavy Vehicle legislation.
• Undertake all relevant training to carry out your responsibilities in line with CTG’s policies and procedures and legislative requirements.
• Perform roles effectively to manage Chain of Responsibility (COR) risks.
• Ensure actions or inactions do not cause or contribute to road safety breaches.
• Report any potential or actual breaches of CTG policies and procedures immediately to their Manager.
• Take reasonable care for their own health and safety and the health and safety of other people.
• Not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare.

Skills

• Undivide
• Transport Management System (TMS)
• PowerBI
• Communication

Location

• Not specified

Work Type

• Full-Time

Experience Level

• Not specified

Education Level

• Not specified

About the Company

• Employing entity: Capital Transport and Logistics Group Pty Ltd