Fleet Coordinator

1. Purpose of the RoleManage 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 DutiesMaintain 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 DutiesScheduling & 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 & SafetyRegulation 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 TasksData 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 MakingDynamic 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 & CompetenciesOrganizational 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 EnvironmentOffice-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.