Fleet Coordinator

**1. Purpose of the Role**

- Manage and coordinate all activities related to the company’s vehicle fleet.
- Ensure fleet compliance, efficiency, and smooth daily operations.
- Act as a central point for vehicle and driver administration, and real-time fleet monitoring.

**2. Administrative Duties**

- Maintain Complete Records:
- Vehicle documentation: registration, insurance, inspection, tax payments, road tolls, tickets,
- accidents, maintenance logs, and service schedules.
- Driver documentation: licenses (regular and commercial), medical reports, mandatory
- certifications.
- Documentation Management:
- Ensure all required forms (pre-trip, post-trip, packing lists) are completed, signed, and
- properly filed.
- Track and renew expiring documents (insurance, registration, certifications).

**3. Coordinating & Operational Duties**

- Scheduling & Maintenance:
- Schedule regular maintenance for each vehicle according to manufacturer’s guidelines and
- service history.
- Coordinate repairs to minimize vehicle downtime and operational interruptions.
- Dispatch & Assignments:
- Assign daily routes and tasks to drivers and trucks.
- Ensure every cargo has proper documentation and packing lists.
- Communication:
- Provide real-time updates to the field team about departures, arrivals, and any delays.
- Act as a communication bridge between drivers, management, and field staff.

**4. Compliance & Safety**

Regulation Adherence:

- Ensure compliance with local and national transport laws (e.g., DOT regulations), especially concerning vehicle load limits and driver certifications.
- Inspections & Reporting:
- Monitor daily inspection reports and flag any vehicle defects or safety concerns to
- supervisors.
- Monitor driver behavior via GPS and cameras and report violations or incidents.

**5. Analytical Tasks**

- Data Monitoring:
- Track fleet status in real time using GPS and onboard cameras.
- Monitor and record operational data (downtime, costs, incidents).
- Process Improvement:
- Identify patterns in vehicle usage or maintenance to optimize scheduling and reduce costs.
- Recommend changes based on data trends and operational experience.
- Reporting:
- Prepare regular reports on fleet performance, costs, incidents, and compliance for
- management review.

**6. Problem Solving & Decision Making**

- Dynamic Rerouting:
- Make routing adjustments on the fly to avoid traffic, roadblocks, and other hazards.
- React quickly to operational problems, such as vehicle breakdowns or delays.
- Operational Continuity:
- Ensure fleet is always ready and available as required by the company’s operations.

**7. Key Skills & Competencies**

- Organizational skills for documentation and scheduling.
- Strong communication and interpersonal skills.
- Analytical thinking and attention to detail.
- Ability to work with technology (GPS, fleet management software).
- Problem-solving and quick decision-making abilities.
- Basic understanding of transport regulations and fleet compliance.

**8. Work Environment**

- Office-based with regular communication to field teams and drivers.
- May require periodic checks on vehicles or working with third-party service providers
- (maintenance shops, insurance, etc.).
- Comfortable, spacious office setting with opportunities for growth