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Fleet Officer

2 months ago

Darwin, Northern Territory, Australia oilandgas Full time
About the Role

We are seeking a highly organized and detail-oriented Fleet Officer to join our Business Services Team at oilandgas. As a key member of our team, you will be responsible for managing the onshore company site vehicles, ensuring seamless operations and maintaining a high level of customer satisfaction.

Key Responsibilities
  • Vehicle Management: Track and coordinate vehicle servicing, recording vehicle pre-starts, and coordinating ad-hoc repairs.
  • Driver and Vehicle Authorizations: Manage driver and vehicle authorizations, site controls, and ensure compliance with company policies.
  • Liaison and Coordination: Liaise with the Toyota Fleet Team and Mechanic, as well as other external stakeholders, to ensure smooth operations.
  • Lease Agreements and Contracts: Understand lease agreements and work closely with the Contracts & Procurement Team to ensure compliance.
  • Bussing and Logistics: Manage bussing and logistics, including coordinating with external service providers.
Additional Responsibilities
  • Administrative Support: Provide administrative support to the Onshore Operations workforce, including various administrative and Business Services duties.
  • Process Improvement: Contribute to the continual improvement of administration and Business Services processes and procedures.
  • Relationship Building: Build and maintain positive relationships with external stakeholders, including vehicle management service providers, stationery providers, and PPE providers.
  • System Management: Drive the Vehicle Management system to ensure all activities are actioned in a timely manner and systems are fit for purpose.
  • Bus Services: Support the safe and efficient execution of the Onshore Bus Services.
  • Scope of Works: Understand the high-level Scope of Works for several of our service contracts, including accommodation, bussing, PPE provision, and hotel services.
  • Meetings and Minutes: Organize, attend, and minute meetings with contractors as directed.
  • Progress Reports: Provide updates to the Contract Holder regarding overall operations and raise concerns early.
  • Relationships and Communication: Build and maintain positive and productive relationships with internal stakeholders.
  • Reporting and Tracking: Provide progress reports and inputs into team tracking mechanisms.
  • Document Management: Store all information in a central location to enable visibility and ensure the currency of documents and files in the Business Services MS Teams folder.
  • Ticket Management: Assign and resolve tickets using Service Now.
  • Procedure Updates: Support the currency of Business Services Quick Reference Guides and roll out updates to Business Services procedures and initiatives.
  • Reporting and Presentations: Prepare and distribute various reports, presentations, and communications as directed.
  • Team Building and Events: Organize Away Days and Team Building events.
  • Vehicle Management Compliance: Support the vehicle management system, including compliance requirements, and ensure any maintenance and repair activities are actioned in a timely manner.
  • Meeting Room Management: Support the effective use of meeting rooms through calendar management and liaise with other departments to ensure the equipment is maintained to a satisfactory level.
  • Reward and Recognition: Contribute to the Onshore Reward and Recognition system by encouraging and supporting the input of nominations and ensuring prompt issue of rewards.
  • Site Access Governance: Support the governance of the Site Access system by actioning all Onshore Access requests in a timely manner, applying an appropriate level of problem-solving when usual approvers are unavailable, and understanding the link between site access and the supplementary workforce portal.
  • Onboarding: Support employee and vendor onboarding, including competency data entry into the Company supplementary workforce portal, PPE procurement, and desk allocation.
  • Site Visits and Events: Support the planning and execution of Technical and Corporate site visits and events.
  • Administration Services: Support the coordination of Administration services, including stationary, cleaning, and/or recycling programs, and staff amenities for all office space occupied by Onshore Operations.
  • Credit Card Governance: Support the governance of the corporate credit card system and reconcile corporate expenses as required.
  • Administrative Duties: Carry out general administrative duties, including printing, scanning, filing, binding, updating Excel registers, maintaining currency of Distribution Lists, meeting agenda preparation, and minute-taking.