Fleet Coordinator

The Fleet Coordinator's primary responsibility is to ensure the vehicles’ maintenance aligns with manufacturer specifications, comply with regulations, and maximize their efficient utilization.

Job Summary:

The Fleet Coordinator supports the daily operations management of the company’s fleet of vehicles. Primary responsibility is to ensure the vehicles’ maintenance aligns with manufacturer specifications, comply with regulations, and maximize their efficient utilization. This role involves managing vehicle scheduling, tracking, maintenance, and coordination to support business needs while optimizing fleet performance and cost efficiency. A key focus will be on accurate reporting and reconciliation of all rental fleet vehicles.

Essential Responsibilities:

Fleet Scheduling and Coordination:

• Organize and manage vehicle assignments based on operational needs.
• Schedule routine and emergency maintenance, ensuring minimal disruption to operations.
• Provide support in achieving and maintaining KPIs like utilization rate and number of vehicles in maintenance.

Vehicle Maintenance and Repairs:

• Coordinate regular inspections, servicing, and repairs for all vehicles in the fleet.
• Maintain a preventive maintenance schedule and track repairs to extend the life of fleet vehicles.
• Work with internal and external departments and repair shops to ensure timely repairs and fleet maintenance.

Fleet Compliance and Documentation:

• Ensure that all vehicles comply with local regulations and franchise standards, including registration, insurance, and vehicle condition.
• Monitor drivers' adherence to safety protocols and legal requirements.

Fleet Performance and Optimization:

• Monitor and assist in managing costs related to fuel usage, mileage, and vehicle performance, offering recommendations for enhancements.
• Analyze fleet data to identify inefficiencies and areas for cost reduction.
• Support the development and implementation of strategies to optimize fleet operations.

Budget and Inventory Management:

• Assist in managing the fleet budget, tracking expenses, and preparing reports on fleet costs.
• Maintain an inventory of fleet-related supplies, including fuel cards
• Recommend the purchase or disposal of vehicles based on operational needs and fleet condition.

Technology Management:

• Support with fleet telematics systems to monitor vehicle location, fuel usage, and driver behavior.
• Utilize available software/databases to maintain accurate records of fleet size and location.

Driver Support and Coordination:

• Provide support and guidance to drivers regarding fleet operations, safety protocols, and best practices.
• Coordinate all vehicle logistics with drivers to ensure timely vehicle availability and proper handling.
• Address driver concerns related to fleet issues, such as vehicle condition or performance.

Educational / Other Requirements:

• Associate degree in logistics, business administration, or a related field.
• A minimum of five (5) years’ experience in fleet management, logistics coordination, or a related role.
• Knowledge of vehicle maintenance, safety regulations, and fleet management best practices.
• Fleet Management Certification will be an asset.
• Basic knowledge of fleet management software or tools.
• Proficient in Microsoft Office Suite.
• Valid Driver’s Permit.

Skills & Competencies:

• Strong organizational and time management skills.
• Excellent communication skills, both written and verbal.
• Ability to work independently and prioritize tasks effectively.
• Ability to work effectively in teams.
• Problem-solving skills with a proactive approach to resolving issues.

Physical Demands:

• Ability to work in both office and vehicle environments.
• Occasional travel to various locations for fleet inspections, repairs, or assessments.

Work Environment:

• Office setting with occasional visits to warehouses, maintenance facilities, vehicle storage areas, and vehicle washing facilities.
• Flexible hours depending on fleet requirements and operational needs.