Fleet Operation Coordinator

Vehicle Maintenance Management

• Maintain preventive maintenance schedules for company-owned and rented vehicles

• Coordinate vehicle inspections, servicing, repairs and breakdown follow up

• Monitor vehicle downtime, repair duration, recurring technical issues and maintenance history

• Track maintenance requests, quotations, work orders, invoices and service completion

• Monitor maintenance costs per vehicle and identify unusual or recurring expenses

• Follow up on overdue maintenance and escalate critical vehicle issues

Spare Parts Documentation and Control

• Maintain an accurate record of spare parts purchased, issued and used for vehicle maintenance

• Record part descriptions, part numbers, quantities, vehicle registration numbers, suppliers, costs and supporting documents

• Maintain organized documentation for purchase requests, quotations, approvals, invoices, repair orders and parts replacement

• Link spare parts consumption and expenses to the relevant vehicle and maintenance activity

• Coordinate with Procurement, Warehouse, Finance and maintenance providers to verify records and resolve discrepancies

• Identify missing documentation, unusual spare parts consumption and abnormal costs

Fuel Consumption and Mileage Monitoring

• Track fuel quantities, costs, refueling frequency, odometer readings and kilometers per vehicle

• Calculate fuel efficiency in kilometers per liter (km/L)

• Compare actual fuel consumption against vehicle specific benchmarks and investigate significant variances

• Reconcile mileage records with GPS data, fuel receipts and trip records

Fleet Utilization and Route Planning

• Maintain an updated register of owned and rented vehicles, including availability, utilization, downtime, and operational status

• Prepare proposed daily routes and delivery schedules based on customer locations, delivery priorities and vehicle capacity

• Monitor planned versus actual kilometers and identify unnecessary trips, inefficient routes and underutilized vehicles

• Coordinate daily vehicle requirements and deployment with the Distribution Supervisor

• Identify opportunities to improve vehicle utilization and reduce transportation costs
  

Cost Control and Rented Vehicle Management

• Monitor fuel, maintenance, spare parts, rental charges and other fleet operating expenses

• Maintain vehicle-level cost records and analyze cost per kilometer and cost per delivery

• Track rental agreements, rates, contract expiry dates, additional mileage charges, and vehicle return schedules

• Compare owned versus rented vehicle costs and identify potential savings

• Monitor transportation cost per order, customer, route, or distribution area using an agreed allocation methodology

• Escalate abnormal expenses, rental discrepancies, and material cost variances to the Planning & Logistics Supervisor
  

Reporting and Performance Monitoring

• Prepare daily reports covering vehicle availability, mileage, maintenance status, and operational exceptions

• Prepare weekly reports on fuel consumption, spare parts, maintenance costs, fleet utilization, and rental vehicles

• Prepare monthly fleet cost reports covering maintenance, fuel, spare parts, rentals, cost per kilometer, and cost per delivery

• Maintain accurate records and dashboards using Excel, SAP Business One, and available GPS or fleet-tracking systems

• Highlight performance deviations and recommend corrective actions and cost-saving opportunities

Requirements

• Bachelor's degree in Logistics, Supply Chain Management, Business Administration or a related field.

• 1–3 years of experience in fleet operations, logistics, transportation & maintenance

• Experience with maintenance documentation, spare parts records, fuel monitoring and fleet cost reporting

• Familiarity with GPS and fleet-tracking systems