Fleet Coordinator

Objective:

Responsible for overseeing all aspects of vehicle management including maintenance, scheduling, documentation, and driver coordination to ensure efficient fleet performance. This role ensures vehicles are safe, compliant, and available to meet operational demands through proactive planning and timely follow-ups. Works closely with internal teams, external service providers, and drivers to maintain smooth workflow, reduce downtime, and optimize fleet resources.

Key Responsibilities

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Fleet Operations Management

• Coordinate with departments to understand transport requirements, plan vehicle availability, and ensure timely movement of goods or personnel.
• Monitor vehicle usage patterns, fuel consumption, and operational routes to improve cost efficiency and reduce unnecessary mileage.
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Maintenance & Safety Compliance

• Schedule regular preventive maintenance and annual inspections, ensuring all vehicles meet safety, legal, and operational standards at all times.
• Maintain close coordination with workshops and service centers for repairs, follow up on job completion, and minimize vehicle downtime through effective planning.
• Track and review safety-related incidents, breakdowns, or repair trends and recommend corrective measures to improve overall fleet reliability.
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Documentation, Reporting & Record Management

• Maintain accurate documentation including registration, insurance, renewal dates, service history, fuel logs, and driver records, ensuring timely updates and compliance.
• Prepare regular reports on fleet performance such as maintenance costs, utilization rates, fuel expenses, and operational issues for management review.
• Ensure all compliance documents are readily available for audits, renewals, and regulatory inspections, maintaining organized and systematic filing.
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Vendor, Driver & Stakeholder Coordination

• Liaise with external vendors for repairs, rentals, insurance, and maintenance contracts, ensuring cost-effective and quality service delivery.
• Supervise drivers, monitor their schedules, ensure adherence to company policies, and support their training or performance improvements when required.
• Work closely with administration, operations, and logistics teams to resolve fleet-related issues promptly and maintain strong communication across departments.

Desired Experience:

• Bachelor’s degree in Business Administration, Logistics, Supply Chain, or a related field.
• Minimum 2 years of experience required
• Strong understanding of fleet operations, vehicle maintenance processes, and compliance requirements.
• Good computer skills including MS Office and fleet management systems.
• Strong coordination capability with excellent follow-through and organizational skills.
• Effective communication and interpersonal skills with a professional, friendly approach.
• Ability to multitask, manage pressure, and handle time-sensitive operational requirements.
• Strong analytical skills with attention to detail and accuracy in documentation.