Fleet Maintenance Planner and Controller

Position Title: Fleet Maintenance Planner and Controller

Job Grade: 10

Location: Head Office

Application Closing Date: June 23, 2026

Job Purpose:

Oversee all repair and maintenance operations of the company’s Fleet.

Key Responsibilities

• Drive safety and sustainability in the organization.
• Lead by example
• Put in place reporting and follow-up.
• Increase safety culture and cooperate with stakeholders
• Develop maintenance procedures and ensure implementation.
• Create integrated work plans to achieve maintenance and service objectives, incorporating elements including routine servicing, preventative maintenance, major and minor repairs and overhauls, special projects, and related activities.
• Develop maintenance management planning systems, historical records, and other data to forecast labour, materials and supplies and other resource requirements.
• Identifies resource constraints and develops plan priority and schedule adjustments based on the analysis.
• Plan and oversee all repair and maintenance activities.
• Execute the weekly maintenance planning routine including tasks prioritization, maintenance scheduling in collaboration with user department and work orders execution results review.
• Ensure each vehicle are maintained in short period of time with minimum cost. 
• Monitor all maintenance activities and ensure that it is in accordance with the agreed work order and standard.
• Determine the need of maintenance work by Perform initial scanning of incoming maintenance notification and approve each work order.
• Manage the work of the service providers and confirm the quality of each work order.
• Consults with garage supervisors, mechanics, facility managers, and others to execute plans.
• Confirm the maintenance work is done based on the work order and give approval to process the payment.
• Establish tire management system and supervise the compliance against the standard.
• Monitor and oversee maintenance suppliers to ensure compliance with the Conduct of Maintenance program and to achieve proper preventative and corrective maintenance of fleet
• Respond to breakdown emergencies in accordance with the corrective maintenance response plan.
• Establish and maintain Fleet maintenance data recordkeeping, including Job orders, maintenance history and RCFA
• Ensure all procedures, documentation and manuals are kept up to date and necessary trainings are completed in a timely manner.
• Develop and manage the Fleet department performance review and job progression programs.
• Carry out inspections of the Fleet to identify and resolve issues.
• Provide technical advice, guidance, and assessment in all aspects of fleet management, procurement and maintenance to different functions and users.
• Manage all supplier and work on their development. 
• Communicate maintenance service providers performance. 
• Analyses Fleet breakdowns to anticipate the need of replacements.
• Generate solutions to minimize maintenance costs of the fleet, ensuring high availability levels.
• Actively contribute to the improvement of the Fleet management process across Heineken
• Review expense reports, identify unnecessary expenditures, and conduct cost analyses.
• Verify supplier invoice and ensure that the supplier get paid on time.
• Prepare and Report accrual on monthly bases.
• Monitor expense claim with insurance company and ensure its settlement.
• Ensure proper management of Tire, implement TMS and Re-treading
• Drive cost-improvement initiatives.
• Performs loss & cost maintenance deployments and establishes PDCA-process.
• Assesses current Fleet condition and develops restoration plan to eliminate sporadic loss.
• Support improvement of basic standards for safety, process, and quality and ensure compliance.
• Implement systematic breakdown analysis and reduction system.
• Monitor impact of PM activities and supports countermeasures to improve.
• Ensure continuing relevance and effectiveness of fleet management processes, systems, and controls.
• Start improvement on Fleet to eliminate abnormalities and develop basic skills in maintenance via training.
• Ensure the implementation of best practices, agreed corrective actions and improvement actions.
• Provide input for DCS where necessary.
• Monitor correct data gathering for DCS.
• Key-user on Fleet management system & GPS tracking system. 
• Reports Fleet KPI's.
• Alerts on indicators out of control and highlights issues for management attention (e.g. structural delays with certain Maintenance, Total damage, etc.)
• Report year-to-date and forecasted cost for maintenance, personnel, assets, and fuel.
• Visibility of key drivers of the cost of Fleet Department (e.g. Fuel, Tire, R&M, deprecation, down time etc.)
• Ensure that all reports and information related to fleet management are produced on a timely basis, analyses information and ensure quality and accuracy of report prior to distribution)
• Support on driver Recruitment and develop,
• Development and implement appropriate driver training programs and refresher courses to enhance skills.
• Work on Fleet team development
• Performs other duties assigned by the line manager

Job Requirements

Experience and Skills

• 3-4 years of relevant experience in auto mechanics area.

Education

• University Degree in the field of: Mechanical engineering/automotive engineering or related fields