Fleet Coordinator

Department: Warehouse & Logistics
Designation: Fleet Coordinator
Reporting To: Warehouse Manager / Operations Head
Location: Ernakulam
Employment Type: Full-Time
Experience Required: 3 - 6 Years

1. POSITION SUMMARY

The Fleet Coordinator will be responsible for the end-to-end coordination and administration of the company's warehouse fleet, ensuring maximum vehicle availability, efficient utilization, timely deployment, proper maintenance, driver discipline, statutory compliance, and effective control of fleet-related operating costs.

The position will serve as the central point of coordination between the Warehouse, Drivers, Service Centres, Workshops, Insurance Companies, RTO/Transport Authorities, Vendors, Accounts, and Management.

The Fleet Coordinator is expected to proactively monitor vehicle requirements, plan routes, coordinate drivers, track maintenance and breakdowns, ensure timely renewal of all vehicle-related documents, and maintain accurate fleet records and MIS reports.

The role is critical to ensuring uninterrupted warehouse and delivery operations with minimum vehicle downtime and optimum fleet utilization.

2. KEY RESPONSIBILITIES

A. Fleet Operations & Vehicle Deployment

• Manage and coordinate the day-to-day operations of the warehouse fleet.

• Ensure adequate vehicles are available for warehouse deliveries, transfers, collections, and other operational requirements.

• Prepare daily vehicle deployment plans based on delivery schedules and business requirements.

• Allocate appropriate vehicles and drivers according to:

• Route

• Delivery quantity

• Vehicle capacity

• Distance

• Delivery priority

• Vehicle availability

• Monitor vehicle movement and ensure timely reporting and deployment.

• Maintain daily records of vehicle utilization and availability.

• Ensure vehicles are used strictly for authorized company purposes.

• Arrange replacement vehicles in case of breakdown, servicing, accident, or other operational disruptions.

• Monitor vehicle downtime and take immediate corrective action to restore availability.

B. Route Planning & Optimization

• Plan and optimize daily delivery routes to achieve maximum operational efficiency and minimum cost.

• Consider customer locations, delivery priorities, vehicle capacity, traffic conditions, distance, and delivery timelines while planning routes.

• Group deliveries geographically wherever practical to reduce unnecessary travel.

• Minimize:

• Empty trips

• Excess kilometres

• Fuel consumption

• Vehicle idle time

• Delivery delays

• Coordinate with the Warehouse and concerned departments regarding daily dispatch requirements.

• Monitor actual routes against planned routes.

• Review unusual route deviations and obtain explanations from drivers.

• Identify opportunities for route consolidation and operational cost reduction.

• Maintain route-wise and vehicle-wise kilometre records.

3. DRIVER MANAGEMENT & COORDINATION

• Act as the primary operational point of contact for all warehouse drivers.

• Prepare and communicate daily driver schedules and vehicle assignments.

• Monitor driver attendance, punctuality, availability, and duty allocation.

• Maintain accurate driver records, including:

• Driving Licence validity

• Experience

• Attendance

• Leave

• Vehicle allocation

• Performance

• Accident/violation history

• Ensure drivers report for duty on time and follow assigned routes and schedules.

• Monitor driver discipline and adherence to company policies.

• Ensure drivers maintain proper trip sheets, logbooks, and vehicle records.

• Conduct regular communication with drivers regarding:

• Route plans

• Delivery schedules

• Vehicle condition

• Safety requirements

• Traffic restrictions

• Operational instructions

• Escalate repeated absenteeism, indiscipline, negligence, unsafe driving, or other driver-related issues to the reporting manager/HR.

• Coordinate with HR regarding driver attendance, disciplinary matters, leave, and other employee-related issues.

4. VEHICLE MAINTENANCE & SERVICE MANAGEMENT

• Maintain complete vehicle-wise maintenance and service history.

• Prepare and monitor preventive maintenance schedules for all vehicles.

• Ensure timely servicing based on:

• Manufacturer recommendations

• Kilo meter intervals

• Time-based service schedules

• Vehicle condition

• Coordinate with authorized service centres, workshops, mechanics, and vendors.

• Track:

• Engine service

• Oil changes

• Brake maintenance

• Tyre replacement

• Battery replacement

• Electrical repairs

• AC repairs

• Suspension work

• General servicing

• Ensure preventive maintenance is completed before major failures occur.

• Monitor recurring vehicle problems and recommend corrective action.

• Identify vehicles requiring major repairs, refurbishment, or replacement.

• Verify service completion before releasing vehicles for operational use.

• Maintain detailed records of repair and maintenance costs.

5. VEHICLE COMPLAINT & BREAKDOWN MANAGEMENT

• Receive and record all vehicle complaints reported by drivers.

• Maintain a Vehicle Complaint Register with complaint details, action taken, and closure status.

• Prioritize complaints based on operational and safety impact.

• Coordinate immediate assistance during vehicle breakdowns.

• Arrange:

• Towing

• Roadside assistance

• Emergency repairs

• Replacement vehicles

• Workshop support

• Maintain communication with the driver until the breakdown is resolved.

• Monitor vehicle repair turnaround time.

• Ensure minimum operational disruption due to vehicle breakdowns.

• Investigate repeated breakdowns and identify root causes.

• Escalate major breakdowns and high-value repair requirements to management.

6. VEHICLE INSPECTION & ROADWORTHINESS

• Conduct or coordinate periodic physical inspection of company vehicles.

• Ensure vehicles are maintained in safe and roadworthy condition.

• Monitor the condition of:

• Tyres

• Brakes

• Lights

• Battery

• Engine

• Steering

• Suspension

• Mirrors

• Safety equipment

• Ensure vehicles are clean and properly maintained.

• Ensure essential emergency equipment is available.

• Immediately withdraw unsafe vehicles from operations until the issue is rectified.

• Maintain periodic vehicle inspection reports.

7. INSURANCE MANAGEMENT

• Maintain complete records of insurance policies for all company vehicles.

• Monitor insurance expiry dates and initiate renewal well in advance.

• Coordinate with insurance companies, brokers, surveyors, and management for policy renewals.

• Handle initial coordination of vehicle accident claims.

• Immediately report accidents to the concerned management and insurance representatives.

• Coordinate with:

• Insurance Surveyors

• Workshops

• Towing Agencies

• Police Authorities

• Insurance Companies

• Track insurance claims from registration through final settlement.

• Maintain an Insurance Claim Register.

• Ensure all claim-related documents are collected and submitted on time.

• Follow up on pending claims until closure.

8. VEHICLE TAX, PERMIT & STATUTORY COMPLIANCE

The Fleet Coordinator will be responsible for ensuring that all company vehicles remain compliant with applicable statutory requirements.

This includes monitoring:

• Vehicle Registration Certificate (RC)
• Motor Insurance
• Road Tax
• Permit
• Fitness Certificate
• Pollution Under Control (PUC)
• National/State Permit, wherever applicable
• FAST Tag requirements
• Other applicable vehicle-related statutory documents

Responsibilities:

• Maintain a comprehensive Vehicle Compliance & Renewal Tracker.
• Monitor expiry dates and renewal due dates.
• Initiate renewal procedures sufficiently in advance.
• Coordinate with RTO/Transport Authorities and authorized agents where required.
• Maintain copies of all renewed documents.
• Ensure no vehicle is deployed with expired mandatory documents.
• Immediately escalate any compliance risk to management.

9. FUEL MANAGEMENT

• Monitor vehicle-wise fuel consumption.
• Maintain fuel consumption and kilometre records.
• Compare actual mileage against expected vehicle performance.
• Identify abnormal fuel consumption or unusual kilometre variations.
• Monitor fuel expenses and investigate discrepancies.
• Ensure fuel usage is recorded accurately against the respective vehicle.
• Prepare monthly fuel consumption analysis.
• Recommend corrective measures for excessive fuel consumption.

10. ODOMETER & VEHICLE UTILIZATION MONITORING

• Record opening and closing odometer readings.
• Verify daily kilometres travelled by each vehicle.
• Compare planned kilometres with actual kilometres.
• Investigate excessive or unexplained kilometre variations.
• Monitor vehicle utilization levels.
• Identify underutilized and overutilized vehicles.
• Prepare monthly vehicle utilization reports.
• Use utilization data to support route planning and fleet optimization.

11. VENDOR & WORKSHOP MANAGEMENT

• Develop and maintain professional relationships with workshops, service centres, tyre dealers, battery suppliers, towing agencies, and other fleet vendors.
• Obtain quotations for major repairs wherever required.
• Compare quotations and recommend cost-effective options.
• Negotiate service charges and turnaround times wherever possible.
• Monitor vendor performance and service quality.
• Verify completed repair work before processing bills.
• Ensure vendors provide proper job cards, estimates, invoices, and supporting documents.
• Maintain a vendor performance record.
• Escalate repeated service quality issues to management.

12. FLEET COST CONTROL

• Monitor vehicle-wise operating costs.

• Track:

• Fuel

• Repairs

• Maintenance

• Tyres

• Batteries

• Insurance

• Tax

• Permit

• Towing

• Service charges

• Other fleet expenses

• Prepare vehicle-wise monthly cost analysis.

• Identify abnormal expenses and cost leakages.

• Recommend cost-saving measures.

• Ensure fleet-related expenditure is incurred only with appropriate approvals.

• Monitor cost per kilometre and other relevant fleet efficiency indicators.

13. ACCIDENT MANAGEMENT

• Coordinate immediate response to vehicle accidents.
• Ensure management is informed immediately.
• Coordinate with police, insurance companies, surveyors, workshops, and towing agencies.
• Ensure accident reports are prepared and submitted.
• Maintain an Accident Register.
• Track accident-related repairs and insurance claims.
• Review accident patterns and identify recurring causes.
• Recommend preventive measures to improve driver and vehicle safety.

14. VEHICLE DOCUMENTATION & RECORD MANAGEMENT

Maintain updated records for every vehicle, including:

• RC Copy
• Insurance Policy
• Tax Receipt
• Permit
• Fitness Certificate
• PUC Certificate
• Service History
• Repair History
• Accident History
• Insurance Claims
• Odometer Records
• Fuel Records
• Driver Allocation
• Vehicle Inspection Reports
• Maintenance Expenses
• Vendor Details

All records must be maintained systematically in both physical and digital formats, wherever applicable.

15. MIS & MANAGEMENT REPORTING

The Fleet Coordinator will prepare and submit regular MIS reports to management.

Daily MIS

• Vehicle deployment
• Driver allocation
• Vehicle availability
• Breakdown status
• Vehicle complaints
• Route/kilometre status

Weekly MIS

• Maintenance status
• Pending repairs
• Vehicle downtime
• Driver issues
• Compliance renewal status
• Accident/claim updates

Monthly MIS

• Vehicle-wise kilometres
• Fuel consumption
• Fuel cost
• Maintenance cost
• Vehicle downtime
• Cost per kilometre
• Vehicle utilization
• Insurance status
• Tax/permit renewal status
• Accident report
• Insurance claim status
• Vehicle-wise total operating cost

16. CROSS-FUNCTIONAL COORDINATION

The Fleet Coordinator will closely coordinate with:

• Warehouse Manager
• Warehouse Team
• Logistics Team
• Sales & Operations Teams
• Accounts & Finance
• HR & Administration
• Procurement
• Management
• Drivers
• Workshops
• Service Centres
• Insurance Companies/Brokers
• Surveyors
• RTO/Transport Authorities
• External Vendors

The position requires strong coordination and follow-up skills to ensure smooth fleet operations across all stakeholders.

16. EXPERIENCE

Required Experience: 3-6 Years

Candidates should have relevant experience in Fleet Management, Transport Operations, Logistics, Warehouse Operations, or Vehicle Administration.

Preference will be given to candidates with hands-on experience in:

• Managing commercial/warehouse vehicles
• Driver coordination
• Route planning
• Vehicle maintenance
• Breakdown management
• Insurance claims
• RTO documentation
• Vehicle tax and permit renewals
• Fuel and kilometer monitoring
• Fleet MIS
• Vendor/workshop coordination