Fleet Coordinator - Cape Town

Overall Responsibility

The Fleet Coordinator role is to oversee the efficient operation, maintenance, and compliance of the company fleet to ensure optimal availability, safety, and cost control. It will be to manage fleet performance through driver oversight, reporting, route optimisation, and stakeholder coordination to support operational efficiency.

Key Focus Areas

Focus Area 1: Fleet Management

Fleet Management - Overseeing the operation and maintenance of approximately 140 company vehicles. Ensuring vehicles are available, functional, and utilized efficiently. Managing vehicle registration, and compliance with local regulations. Manage compliance of the Vehicle policy.

Focus Area 2: Maintenance, Repairs & Procurement

Vehicle Maintenance and Repairs - Scheduling routine maintenance to prevent breakdowns. Coordinating repairs and ensuring vehicles are returned to service promptly. Maintaining a record of service histories for each vehicle.
Procurement and Disposal - Coordinating the acquisition of new vehicles to meet operational needs. Managing the decommissioning and disposal of end of contract vehicles.

Focus Area 3: Fuel, Cost Control & Budgeting

Fuel Management - Monitoring fuel consumption and identifying areas for cost optimization. Implementing systems to prevent fuel misuse or fraud. Reconciling fuel expenses with actual usage. Cost Control and Budgeting - Monitoring expenses related to fleet operations, including fuel, maintenance, and lease agreements. Identifying cost-saving opportunities and optimizing resource allocation. Support the Trade Marketing Manager in preparing and managing the fleet budget.

Focus Area 4: Route Optimization & Fleet Utilization

Route Optimization - Planning efficient routes to minimize fuel consumption and wear and tear. Using GPS and Fleet Science software to track vehicles and improve routing. Working with the Sales Operations Coordinator to align route plans with efficient sales call structure.
Fleet Utilization Tracking - Monitoring vehicle usage to ensure optimal fleet utilization. Identifying underused or redundant vehicles and recommending fleet size adjustments.

Focus Area 5: Driver & Fines Management

Driver Management - Assigning vehicles to drivers and maintaining a log of assignments. Ensuring drivers are trained and adhere to company policies and regulations. Monitoring driver performance, including adherence to safety protocols. Weekly reporting of driver behaviour and vehicle policy compliance. Fines Management - Manage all fines received by drivers. Maintain a full record of fines history for reporting and further administrative actions.

Focus Area 6: Compliance, Safety & Risk Management

Compliance and Legal Requirements - Ensuring vehicles meet all regulatory and safety requirements. Keeping licenses up-to-date. Preparing for and responding to inspections or audits. Fleet Safety and Risk Management - Promoting safe driving practices and conducting regular safety training. Investigating accidents and incidents, and implementing preventive measures. Managing insurance claims related to vehicle damage or accidents. Coordinate Third Party Recovery process with service providers.

Focus Area 7: Technology, Reporting & Stakeholder Communication

Technology and Reporting - Using fleet management software to monitor and analyze vehicle performance. Generating reports on key metrics such as mileage, fuel efficiency, and In & Out Of Spec driving. Implementing telematics solutions for real-time fleet tracking and data analysis. Stakeholder Communication - Acting as the primary liaison between drivers, management, and service providers. Addressing driver concerns and resolving operational issues efficiently. Providing monthly updates to management on fleet performance and challenges.

Requirements: 

Bachelor’s degree in business administration / Bachelors in Transport and Logistics

Strong administrative skills

Good understanding of Microsoft Office – Excel

Fleet Management Experience

Preferred Skills/Competencies:

Exceptional communication and interpersonal skills.

Creative thinker with sound analytical and critical problem-solving skills

Able to work on your own, unsupervised

Willing to be challenged and work well within a team

Strong organisational and time management skills and the ability to stick to deadlines.

Strong ability to multitask and prioritise

Ensuring that administration of work is kept accurate and updated at all times