Fleet Controller

Position Summary

As a Dispatch Officer, you will report directly to the Operations Manager/Supervisor and indirectly to the Courier Manager.  You are responsible for using your best endeavours to ensure that 80% of jobs are picked up and delivered within the agreed timeframes.  You must ensure that your allocation decisions comply with Company Policies and legislation with respect (but not limited) to Occupational Health and Safety, Work Health and Safety, and Heavy Vehicle National Law.

1.    Key Responsibilities and Task List

1.1    Job allocation

• Use your best effort to ensure that 80% of jobs are picked up and delivered within the agreed timeframes below by following the Company job allocation processes:  

• Effectively allocate work to the courier fleet to ensure that service levels are consistently met. This includes:
  • Proficiently operating a two-way radio by communicating clearly , professionally and concisely  with sub-contractors at all times;
  • Ensuring that jobs are allocated to the correct vehicle type and do not exceed the vehicle’s carrying capacity at any time;
  • Ensuring all advance job bookings up until 8:00 am the next day are allocated and accepted by a sub-contractor;
  • Co-ordinating the vehicle fleet to ensure an even fleet distribution across the metropolitan area;
  • Ensuring clients are informed of any delays or issues in relation to their deliveries by escalating any job/booking issues including delays to the appropriate Customer Service Query Channel;
  • Ensuring that all extended pick up times or delays in job completion are communicated to the relevant departments, where required;
  • Ensuring that the appropriate ‘Ring Backs” are submitted on unallocated jobs, applying the most accurate and appropriate delay in minutes and the most relevant reason for the delay. Subsequent ring backs should take into consideration previous ring backs to ensure clients are updated and informed as to the progress of their job;
  • Proactively reviewing all jobs booked to identify and promptly resolve any potential issues; and
  • Ensuring sub-contractor PDA equipment is used correctly and efficiently
• Monitor and adhere to all restrictions that an injured or impaired sub-contractor may have. This includes but is not limited to sub-contractors participating in Return-to-Work programs. You must ensure that no jobs outside of these restrictions are allocated to the sub-contractor and escalate any non-compliances to the Return-to-Work Coordinator without delay
• Monitor sub-contractor hours of work and ensure that all sub-contractors adhere to the Company Fatigue Management Policy

Scheduling:

• • Review the fatigue management email upon receipt daily;
  • Review driver workloads throughout the day, particularly post 2pm to ensure that the deliveries yet to be completed can be executed within the driver’s maximum work hours; and
  • Re-distribute jobs as appropriate, where drivers may breach their maximum work hours 

Regional:

• • Before allocating country work, you must assess whether the sub-contractor is likely to exceed their maximum hours or work prior to making any allocations;
  • In all regional delivery allocations, you must confirm with the sub-contractor that they are willing to stay overnight at accommodation paid by the Company, prior to allocating the job. If the sub-contractor is not willing to stay at the accommodation, you must not allocate the job to them;
  • If the sub-contractor is willing to stay at the accommodation, you must arrange the accommodation and include it in the handover to the Afterhours team; and  
  • You are also required to create a fatigue plan to identify critical times in the performance of the delivery, such as the latest pick-up and delivery times, and a time that the sub-contractor should be at home to effectively manage the job as it is performed. 
• Complete the afterhour’s handover communicating any fatigue management risks, where required (i.e. when you are scheduled to finish at 6.00pm or later). The handover must contain any live jobs, including local, country and relevant contracts deliveries with an estimated delivery time of 6.00pm or later, and a list of sub-contractors that are available to perform airline deliveries/airline roster if applicable.  You must also hand over any fatigue plans created for drivers still undertaking regional deliveries
• Ensure that your allocation decisions comply with Company Policies and legislation with respect (but not limited) to Occupational Health and Safety, Work Health and Safety, and Heavy Vehicle National Law.  Such allocation decisions must ensure:

Manual handling

Job information that presents a potential or actual manual handling risk are reviewed and controlled prior to allocation.

Fatigue management

Workloads, or long distance jobs, will not cause any driver to breach their maximum work hours in a day.

Load restraint

Job information that presents a potential or actual load restraint risk are reviewed and controlled prior to allocation.

Speed

Workload and communication with sub-contractors do not incentivise, or pressure a driver to breach speed limits

Mass and dimensions

Goods within a job, or aggregate goods on a vehicle, do not breach the carrying capacity or dimensions of a vehicle.

• Ensure that all important information relating to jobs, including but not limited to sub-contractor correspondence, delivery issues and queries raised are recorded in the Notepad on the Transport Management System (“TMS”) against the relevant job
• Enter times and changes for jobs that require time updates each day, including but not limited to hourly jobs, detention, phone calls and tolls
• Ensure all client’s expectations are met in terms of time and quality in the delivery of our services

1.2    MANAGEMENT OF SUB-CONTRACTOR PERFORMANCE AND CONDUCT

• Management of sub-contractors on Incentive Agreements
  • Appropriately manage sub-contractors on Incentive Agreements, using best efforts to supply them with work that meets or exceeds our minimum obligations under the Incentive Agreement.
  • Provide and document first verbal (or written) warnings to sub-contractors with regards to breaches of their Incentive Agreement.
  • Where a sub-contractor’s Incentive payment needs to be rescinded for one day, or one period, or indefinitely, you must provide that information and supporting reasoning to your Manager/Supervisor and Fleet Management Department, without delay, ensuring that notes are inserting into the TMS where required.
• Management of sub-contractors performance and conduct against Company standards
  • You must manage the performance and conduct of sub-contractors in line with the minimum standards prescribed in the sub-contractor agreement and Company policies.
  • You must log all communication with sub-contractors in the software provided by the Company.
  • You must exercise professionalism and impartiality in the management of sub-contractors. 
• Use your best endeavours to ensure that sub-contractors comply with legislation and Company Policies in relation to Work Health and Safety and industry best practice.  You must further ensure that sub-contractors are not exposed to a situation or environment that observably poses a risk to their health and safety.
• Escalate all incidents and near misses to the relevant stakeholders including but not limited to the Fleet Department, relevant Operational Manager, State Manager and National Work Health and Safety Manager as they occur and assist with the investigation where required
• Escalate all sub-contractor queries or concerns to the Courier Supervisor, where required, without delay

1.3    GENERAL RESPONSIBILITIES

• You must be available to work a rotating roster for after-hours work where required
• Attend one on one meetings with your Manager as required
• Effectively communicate with colleagues and sub-contractors
• Advocate co-operation with other departments
• Ensure that your written and verbal communication with clients, colleagues and sub-contractors is always professional and courteous
• Assist with any reasonable tasks requested by your Manager; which may include, but is not limited to, being available for on-call work during peak periods of the year
• Notify your Manager if you require additional training as soon as practicable
• Ensure you use work time and resources for work activities, through limiting personal phone calls, internet browsing and mobile phone usage
• Ensure compliance with Capital Group’s Company Policies at all times
• Ensure compliance with the Work Health and Safety (WH&S) responsibilities as outlined in section 3

2.   Work Health and Safety (WH&S) Responsibilities

All staff are responsible for the following safe work procedures and instructions:

2.1    Employees must

• Cooperate with the Capital 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 CG’s policies and procedures and legislative requirements;
• Perform their roles effectively to manage Chain of Responsibility (COR) risks, and ensure their actions or inactions do not cause or contribute to road safety breaches, specifically with regards to:
  • Load Restraint;
  • Mass and Dimension;
  • Fatigue;
  • Speed; and
  • Vehicle Standards. 
• Ensure that any potential or actual breaches of CG policies and procedures are reported immediately to their Manager;
• Take reasonable care for their own health and safety and the health and safety of other people who may be affected by their conduct in the workplace; and
• Not wilfully or recklessly interfere with or misuse anything provided in the interest of environment health and safety or welfare.

2.2    Supervisors are responsible for

• Providing adequate supervision through technical guidance, training and support to ensure employees carry out their responsibilities in line with CG’s policies and procedures and legislative requirements;
• Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CG policies and procedures and escalating to the Manager and relevant key stakeholders;
• Assisting with any efforts undertaken by the Capital Group to implement initiatives and corrective actions to comply with WH&S and National Heavy Vehicle legislation;

2.3    Managers and Section Heads are responsible for

• Ensuring information, training, instruction and supervision is provided to all employees at the point of induction, and cyclically thereafter, so that they can effectively perform their roles and responsibilities in accordance with CG policies and procedures, and legislative requirements;
• Maintaining regular communication with employees to identify if there are any issues that could result in a breach to CG policies and procedures; 
• Monitoring internal and external processes to identify risks to the business and developing suitable control measures;
• Identifying and investigating any potential or actual breaches, notifying and consulting with the relevant key stakeholders, implementing corrective actions required for compliance without delay, and ensuring appropriate records are maintained.