Duties and responsibilities
Fleet Management
Generators
Administration
Workshop Staff
Fleet Management
Vehicle & Plant Inspections
Service Schedule
Services of Vehicle & Plant
Ensure maximum turnaround of vehicles in the workshop.
Minimize down time of all vehicles.
Ensure that workmanship is of the highest possible standard.
Quality control and testing of vehicles. Required to drive as many of the vehicles on the reserve at least once per month.
Test drive every vehicle that comes out of servicing - to ensure that every vehicle has been serviced/repaired to the highest standard.
Liaise with H.O.D's on any large costs and/or delays in vehicle repairs.
Ensure that game drive vehicles are presentable "in the eyes of the guest" at all time.
Follow up on all outsourced work and ensure that it is of the required standard.
Liaise with group Fleet Manager on major repairs.
Update Reserve management on condition of fleet and advise when equipment becomes costly to maintain.
Generators & Infrastructure
Oversee maintenance and servicing of all standby generators
Always ensure generator reliability and readiness
Administration
Month End
Stock Take
Responsible to do a physical month end count with the WORKSHOP STOREMAN
Submission of stock value is sent to finance/accounts together with recharges at the end of the month.
Recharges
Spares & Parts
PANStart - andBeyonds Finance, Recording & Management System
All invoices for goods received to be captured in PAN as soon as possible but within the same calendar month of invoice date
All stock on quick books to be allocated to the correct vehicle
At month end all invoices are closed, printed and placed in the correct vehicle files
Back up the Quick Book file onto an external hard drive every month
Vehicle Files
Create & maintain a file for every vehicle
Job cards and invoices to be filed at the end of every month into the relevant vehicle file
Invoice Files
Create & maintain a file for all invoices
To be filed as per supplier
Vehicle Licensing
Ensure that all vehicles are licensed and road worthy
Create and maintain a separate file for all vehicle log books and licenses
Telephones
Responsible for the workshop telephone and cell phone
Personal calls to be deducted from company cell and landline phones.
Petty Cash
Submit a monthly reconciliation to accounts/finance of the workshop petty cash
Ensure safe keeping of petty cash in the workshop office
Workshop Expenses Budget Line
Responsible for this budget line
Report queries on Management Accounts and Ledgers to the Reserve manager or Financial Controller
Ensure that all spares coming out of the storeroom are fitted on the vehicles
All spares are charged out to the vehicles that they have been fitted onto
All recharges are sent to the accounts/finance team at month end
Compile a summary of recharges at the end of each month - this is sent to finance/accounts team
Responsible for the ordering of vehicle spares and ensuring that company is not overpaying for parts.
Make sure that spares ordered are received
Invoices processed and submitted timorously for payment in the same month of receiving goods
Ensure that a healthy par stock is maintained
Ensure that the storeroom is secure at all times and there are tight controls
Make sure that all stocks are secure and that there is no pilferage.
Sustainability Reporting
Take ownership of workshop-related sustainability reporting, including tracking fuel usage, generator performance, and waste management
Maintain accurate records to support internal reporting, audits (including Eco Audit), and compliance requirements
Identify and implement opportunities to improve operational efficiency and reduce environmental impact within workshop and fleet operations
Drive initiatives to improve fleet efficiency and reduce environmental impact in line with &Beyond sustainability commitments
Ensure compliance with environmental best practices in the handling and disposal of oils, parts, and hazardous materials
Workshop Staff
Recruitment
Responsible for hiring and vetting of all workshop staff.
Responsible for induction of staff/filling in all necessary paperwork associated with hiring of new staff
Ensure that all workshop staff have a Letter of Employment
Provident Fund forms are signed and completed
All other necessary staff file paperwork (Medical Aid/ID copies/bank accounts/salary is communicated to HR/Payroll accounts
3 month performance reviews are completed on their due date and record sent to HR
Staff Development/Motivation
Ensure that all workshop staff has the technical know-how to repair vehicles/plant & perform their jobs efficiently.
If lacking need to do training.
Identify growth opportunities for workshop staff.
Have regular team building exercises with workshop staff.
Six monthly performance reviews done with all Workshop Staff members and filed with HR.
Control & Discipline
Responsible for giving permission and controlling all workshop staff visitors.
Responsible for dealing with any workshop staff disciplinary issues.
Day to day management of workshop staff.
Familiar with &Beyond Disciplinary Policy and Procedures.
Communication
Responsible for communicating relevant information to staff through formal meetings weekly or as and when required.
Updating the workshop notice board with relevant information pertinent to the workshop staff.
Time Book
Responsible for the Workshop Staff timebook
Leave
Responsible for Workshop Staff leave cycles and recording of leave.
Keep track of staff sick leave, family days.
Health, Safety & Compliance
Ensure full compliance with health and safety standards within the workshop
Maintain safe working conditions, including proper use of PPE and certified equipment
Ensure all staff are trained and competent in equipment usage
Maintain first aid readiness and emergency preparedness
Uphold company policies and procedures at all times
SKILLS REQUIRED
Communication skills - with guests and fellow staff members
Standard of your work must exceed
Good organisational ability
Lateral thinking ability
Initiative
Must adhere to World Class Hospitality and Service Standards
Professional, courteous
Must be able to lead people and correct things when needed
Honest, have good integrity, proactive and driven person who has career ambition
KNOWLEDGE REQUIRED:
Hospitality
Environment
The surrounding communities
The country
Company Knowledge (&BEYOND as well as Wild Impact) is advantageous
Valid unendorsed SA driver's license essential & PDP
PREVIOUS WORK EXPERIENCE REQUIRED:
Must have at least 3 - 5 years' experience as a Manager in a similar sized operation.
Must be experienced/qualified in all vehicle mechanics
Able to handle pressure, and still operate effectively
Energetic, proactive person
Good interpersonal skills - able to function as part of a team
Attention to detail and initiative
Diligence and self-motivation to meet deadlines and keep on top of your job
Willingness/ability to share information and teach and inspire others