Fleet Coordinator

Purpose of the Job

The Fleet Coordinator ensures the operational readiness, compliance, and efficiency of the company’s fleet. This role involves coordinating inspections, servicing, and maintenance schedules, monitoring fuel usage, reconciling costs, and ensuring adherence to the Road Traffic Acts. The Fleet Coordinator prepares detailed reports, maintains accurate records, facilitates accident investigations, and supports driver performance monitoring.

Key Responsibilities:

Fleet Operations and Readiness

• Update and maintain electronic databases containing kilometre readings, vehicle registrations, daily inspection records, and maintenance schedules to ensure accurate and accessible fleet information.
• Book services with workshops, negotiate repair schedules, and ensure vehicles are serviced within strict timeframes to minimise downtime and maximise operational availability.
• Forecast and schedule vehicle usage by analysing operational requirements, user trends, and survey data, ensuring that the fleet is available to meet all transport requests.
• Complete accident documentation promptly and forward reports to the insurance department, ensuring compliance with company procedures and accurate record keeping.
• Monitor fleet operations to ensure adherence to the Road Traffic Acts and company standards, maintaining compliance at all times.
• Track fuel consumption across the fleet, reconcile Fuel Card expenses for all vehicles and drivers, and investigate discrepancies to maintain cost control and accountability.
• Review job cards, confirm workshop closures, and verify pricing accuracy to ensure that repair and maintenance costs align with financial objectives.
• Implement corrective actions and capacity-building measures to improve fleet performance and achieve company objectives.
• Conduct vehicle dispatch inspections, maintain inspection books in line with Standard Operating Procedures, and oversee wash bay checks, stock levels, and equipment requirements.
• Log breakdowns, coordinate repairs with workshops, and provide standby support after hours to ensure vehicles return to service promptly and minimise disruption to operations.
• Carry out bowser inspections and supervise diesel receiving procedures to maintain fuel integrity and compliance with company standards.

Maintenance Coordination

• Ensure all vehicles remain in safe operating condition by coordinating servicing in line with manufacturer intervals and company requirements.
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• Negotiate priority repair schedules with workshops and panel shops to maximise vehicle availability and minimise downtime.
• Implement strict servicing timeframes to reduce operational disruptions and ensure vehicles are returned to service quickly.

Reporting and Record Keeping

• Update weekly kilometre reports and maintain comprehensive vehicle and trailer asset registers to ensure accurate tracking of fleet usage.
• Prepare detailed reports on fuel consumption, fleet utilisation, inspections, maintenance activities, driver training, licences, and Certificates of Fitness (COFs).
• Maintain driver assessments, Professional Driving Permit (PDP) records, and licence registers to ensure compliance with regulatory requirements.
• Produce weekly cost reports and reconcile expenditures to support financial accountability and operational transparency.
• Conduct monthly and weekly fleet inspections, documenting findings and ensuring that all vehicles meet operational and safety standards.
• Verify debriefing records from previous shifts to confirm compliance with operational procedures and identify areas requiring corrective action.
• Ensure health and safety inspections are completed monthly, with records maintained to demonstrate compliance with workplace safety standards.
• Maintain the vehicle key register to ensure accountability and control of fleet assets.

Driver Coordination

• Monitor driver behaviour, including speeding, excessive braking, and erratic driving, and report poor practices that may negatively affect fuel efficiency and maintenance costs.
• Update driver scorecards regularly to reflect performance metrics and provide accurate reporting for management review.
• Provide constructive feedback to drivers to encourage safe and efficient driving practices that align with company standards.
• Conduct meetings with drivers to investigate accidents, implement corrective measures, and reinforce compliance with safety and operational requirements.

Minimum Requirements

• Grade 12
• 3+ years’ experience in a Fleet Coordination role within a truck rental environment.
• Valid Drivers license and Professional Driving Permit (PrDP).
• Intermediate proficiency in Microsoft Office Suite, enabling the preparation of detailed reports, spreadsheets, and presentations to support fleet operations.
• Advanced ability to use fleet management systems to schedule servicing, monitor vehicle utilisation, and maintain accurate operational records.
• Competence in vehicle tracking software to monitor driver behaviour, analyse route efficiency, and ensure compliance with operational standards.
• Proficiency in fuel card reconciliation systems to track fuel consumption, reconcile expenses, and identify irregularities.

Skills Required

• Strong communication skills to liaise with drivers, workshops, and internal departments.
• Proven troubleshooting skills to resolve breakdowns and operational issues promptly.
• Solid data entry skills to maintain accurate fleet records and databases.
• Analytical skills to interpret fuel consumption, cost reports, and utilisation data.
• Organisational skills to coordinate servicing schedules and inspections.
• Problem-solving skills to implement corrective actions and capacity-building measures.
• Attention to detail to ensure compliance with regulations and accurate reporting.

Disclaimer

Please note that due to the high volume of applications received, only shortlisted candidates will be contacted. If you do not receive feedback from us within 4 weeks (28 days) of submitting your application, please consider your application unsuccessful on this occasion.

We appreciate the time and effort you have invested in your application and encourage you to apply for future opportunities that match your skills and experience.

We wish you every success in your job search and thank you for considering our company as a potential employer.

Kind regards,
The Recruitment Team

Job Type: Full-time

Work Location: In person