Job Title: Fleet Coordinator

Company: Flex Business Solutions

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.

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).

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.

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.

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.

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.

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.

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.

Benefits

• Comfortable workstations.
• Free snacks and fresh fruits.
• Opportunities for growth.

Required documents

• Resume/CV