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Job description / Role
Fleet Administration Supervisor
Make a difference every day
The Job Opportunity
Serco is looking for a Fleet Administration Supervisor to join the team at MELABS. The purpose of this position is to supervise daily activities of the hired fleet maintenance, fleet transport operations, oversea CAFM data management and customer driver license process. This position is responsible for supervising asset hire operations across multiple countries in the Middle East region.
Key accountabilities
- Supervise the Asset Maintenance Officer
- Monitor the fleet management software system (CAFM) and respond to any new maintenance request
- Raise new work orders in CAFM for schedule and un schedule maintenance requirements
- Coordinate with vehicle custodian for the call in of vehicle/MHE maintenance
- Coordinate with relevant supplier for the vehicle/MHE maintenance
- Coordinate with supplier and customer for "Mobile Service" for minor servicing
- Conduct vehicle handover/hand backs and update records in CAFM
- Coordinate with customer and supplier to obtain "Age dispensation" Letter and "Letter of No Objection" when requested
- Records any damages on the vehicle handover forms and report immediately to the line management
- Coordinate with customer and the supplier for asset "Registration Renewal" and "Load and calibration Test" where applicable on timely manner
- Track the ADF Pool vehicle usage for month end reporting
- Ensure all ADF Pool vehicles are maintained, cleaned and fueled at all times
- Inspect the ADF Pool fleet and the Transport Fleet on a daily basis and report any damages to the line management
- Report any incidents/accidents to the Asset & Transport Team Leader immediately
- Supervise the Senior Transport Administrator and the team of Transport Administrator's
- Monitor the Transport booking system (CAFM) and respond to any new transport requests
- Create rosters for subcontractor staff (drivers) and Serco staff to ensure smooth operations
- Coordinate with supplier to ensure subcontractor staff (drivers) are on base as per roster
- Coordinate with supplier to effectively manage vacations
- Ensure all transport tasks are allocated on time for Ensure all transport tasks are carried out to customer satisfaction
- Track the transport usage for month end reporting and overtime requirements
- Ensure all Fleet vehicles are maintained, cleaned and fueled at all times
- Inspect the ADF Pool fleet and the Transport Fleet on a daily basis and report any damages to the line management
- Report any incidents/accidents to the Serco management immediately
- Maintain CAFM system and process all types of passes expire (ie. Driver Licenses, Hazmat Driver license, Host Nation Passes, etc.) on time without any incidents of failure
- Create new work requests for all support services related tasks and maintain all data records in CAFM system
- Ensure all CAFM records are updated and resolved with in SLA's
- Processing of applicable speeding fines (i.e. identification of the ADF vehicle user) in a timely manner and reporting to Customer
- Manage UAE License process for customers and RSO brief during Senior Support Services Supervisor's absence
- Process customer application for RTA driver license new applications and renewals
- Provide effective communication with management, peers, client, subcontractors, carry out other duties as directed by the line management
- Provide a high level of courtesy and customer service to the client, subcontractors and internal staff
- Participate in the Health, Safety & Risk programs including risk assessment work activities
- Participate in overtime, shift work and/or out of hours working as governed by necessity
- Substitute for Operations Support Supervisor in absence and ensure all tasks are completed on timely manner
Requirements
What we are looking for in our candidates:
- Possess knowledge of vehicle fleet asset hire in the Middle East
- Possess knowledge of transport services processes in the UAE
- Good organizational and time management skills
- Good record keeping
- Ability to effectively prioritise and execute tasks
- Ability to work effectively within a multidisciplinary team environment
- Experience and understanding of dealing with customers, subcontractors
Specific requirements
- Good computer literacy (i.e. Microsoft) is essential
- Comprehensive verbal and written communication skills
- Professional personal presentation
- Customer service orientation
- Ability to supervise a team of admin and subcontractor personnel
- Able to demonstrate reliability and commitment
- Ability to stay calm in stressful situations
- Possess the ability to analyse data and issue report findings
- Possess a current valid UAE driving licence in an advantage
- Experience supervising a fleet of at least 50+ hired assets and a pool of drivers in the Middle East region is essential
- Minimum of 2 years' experience supervising a team of admin personnel is essential
- Experience supervising fleet and transport subcontractors is essential
- Experience dealing with a Defence Force client in the Middle East
Working with Serco
At Serco, not only is the nature of the work we do important, everyone has important role to play.
We are a team of 50,000 people responsible for delivering essential public services around the world in areas including defence, transport, justice, immigration, healthcare and citizen services. We are innovators, committed to redesigning and improving public services for the benefit of everyone.
Join Us
Take pride in what you do
Serco is committed to Equal Employment Opportunities and is committed to ensuring the safety of all of its employees through its Zero Harm initiative.
About the Company
Serco is a FTSE 250 international service company which combines commercial know-how with a deep public service ethos.
Serco customers are looking for expertise in managing their people, processes, technology and assets more effectively. We advise economic decision makers, design innovative solutions, integrate systems and - most of all - deliver quality services directly to the public.
Serco supplies to governments, government enterprise, agencies and companies who seek a trusted outsourcing partner with a solid track-record of service excellence. Serco people offer operational, logistical and technical expertise in the Transport, Justice and Immigration, Defence, Education and Healthcare industries as well as in the commercial sectors of Facilities Management.
Serco Middle East have been in the Region since 1947, starting out delivering Air Traffic Control Services in Bahrain; a service we are proudly still running today and have expanded to include many other Airports in the region.
We have expanded significantly since that time across the UAE, Saudi Arabia and Qatar. We have been supporting the RTA to operate the Dubai Metro since 2009, are preparing to launch the flagship Saudi Arabia Passenger Rail service from Riyadh to Qassim in 2016. We deliver Facility Management services to both Cleveland Clinic and Healthpoint Hospitals in Abu Dhabi, large-scale medical facilities in Saudi Arabia and a range of educational and commercial properties in the UAE. We also deliver postgraduate education to Officers in the Qatar Armed Forces through the Joaan Bin Jassim Joint Command and Staff College in Doha.
Focusing on our core values, and creating a positive environment for employees to thrive, we look forward to a bright future as we continue to grow with the region.