Fleet Coordinator

The Fleet Coordinator ensures smooth operation, maintenance, and compliance of the company’s vehicle fleet. The role covers daily inspections, service scheduling, breakdown response, and incident reporting, while also monitoring licenses, fines, tracking systems, and fuel resources. By liaising with rental agents and workshops, the Fleet Coordinator optimizes fleet availability and readiness, supports operational reporting, and upholds professional standards across all fleet activities.

Maintenance of Fleet Efficiency

• Ensure that Company and Truck Rental Procedures are implemented and adhered to.
• Responsible for Full Maintenance Lease (FML) contracts and all the billing thereof.
• Ensure that all Etolls are recovered for monthly contracts.
• Ensure all staff follows all Value processes and procedures.
• Handling Fleet queries and problems timeously and efficiently.
• Ensure Customer service levels are met at all times.
• Ensure Fleet is well maintained and available.
• Ensure that the Accident Claims Services (ACS) and Disciplinary for the department is carried out accordingly.

Wash Bay Duties

• Ensure all staff is in PPE at all times according to H & S requirement.
• Ensure that all the vehicles are recorded that have been washed and billed accordingly.
• Ensure vehicle cleanliness check is done inside and outside the vehicles.
• Tyres and diesel tanks must be cleaned and polished.
• Weekly meetings should be held with the staff to encounter problem experienced.
• Contact the Oil Separation Company every 6 months to ensure that the sludge is disposed of timeously and in the correct manner.

Fuel Monitoring Duties

• Ensuring that the fuel bowsers are kept clean and are in working order
• Ensure all employees wear their PPE at all times. Ensure that stock is on hand and not wait until you run out of PPE.
• Ensure that a monthly Micro Alert meeting is held with the fuel bureau on any issues.
• Maintain and control the Early Driver Collection (EDC) / Nedfleet cards and all billing finalised at month end.
• Ensure that dip Readings are done at financial year ends when required.
• Ensure dip Readings are done daily twice a day.
• Maintain the oil levels.

Reporting and Administration

Ensure that reports are maintained and submitted to Branch Manager on daily/weekly/monthly as required:

• Quotations from the Panelshop.
• Workshop WIP/Duration Report
• Claims/Insurance Register
• Breakdowns Report daily
• Abuse Report
• Fines Report, ensure that all fines are redirect.
• App ODO Maintain the asset register for vehicle assets.
• Compare asset register with asset schedule from Assets Department
• Fuel weekly stats are also required to ensure that we have an efficient operation in place.

MINIMUM REQUIREMENTS

• Grade 12
• 2+ years’ experience within the truck rental environment
• Proficiency in Microsoft office Suite (Level 2)
• Knowledge and understanding of fleet
• Knowledge of workshop processes

SKILLS REQUIRED

• Fleet monitoring and scheduling
• Incident and breakdown handling
• Compliance monitoring
• Data analysis and reporting
• Stakeholder communication skills – excellent verbal and written communication skills
• Technical proficiency – vehicle tracking systems, fleet software and reporting tools

PERSONAL ATTRIBUTES

• Detail-oriented
• Organized and process driven
• Problem solving mindset
• Resilient and adaptable

KNOWLEDGE

• Fleet operations & maintenance practices
• Transport and rental industry regulations (licenses, fines, compliance requirements)
• Health, Safety, Environment & Quality (SHEQ) standards
• Fuel monitoring and cost control principles
• Vehicle tracking and telematics systems
• Accident reporting and recovery procedures

Job Type: Full-time

Work Location: In person