Fleet Operations Coordinator

Job description

We are seeking a skilled and experienced Fleet Operations Coordinator to join our team. The ideal candidate should have a strong background in coordination and execution of fleet operations through effective tracking, documentation, fuel and trip management, and driver support.

Job Function:

General

Manage and record daily fuel dips, toll slips, and parking slips to ensure accurate fuel usage tracking and cost control
Assist drivers with fuel-related queries, ensuring timely resolution and operational continuity
Track and follow up on incoming Proof of Delivery (PODs) to support timely invoicing and customer satisfaction
Reconcile convoy security statements with convoy reports to ensure data integrity and financial accountability.
Participate in regular operations, workshop, and yard meetings to provide input and maintain driver awareness
Capture and update operational data into the Transport Management System (TMS), including documents, trip pay, and diesel orders
Maintain up-to-date records in TMS and ensure relevant documentation is shared with the operations department.
Support colleagues and assist with general operational tasks as needed to promote teamwork and business continuity
Process trip payments for northbound and southbound trips accurately and on time
Coordinate and process driver advances and refunds, ensuring compliance with company financial protocols.
Calculate and monitor overstay days, advising management for appropriate action or chargeback
Undertake any other duties assigned by the Operations Manager or relevant reporting authority as part of the role’s responsibilities

Minimum Education, Experience Requirements & Core Competencies

Diploma in Logistics/Transport or related field
Experience using a Transport Management System (TMS) or other logistics platforms.
Prior exposure to driver supervision, trip pay processing, or fuel management will be advantageous.
3 to 5 years’ experience in a similar environment

Core Competencies:

Operational Coordination: Ability to manage day-to-day transport operations, vehicle dispatch, and driver control.
Attention to Detail: Skilled in data capturing, reconciliation, and document verification.
Analytical Thinking: Ability to process and analyze fuel usage, trip data, and security statements.
Communication Skills: Strong verbal and written communication for interfacing with drivers, workshop teams, and management.
Problem-Solving: Proactive in identifying issues and implementing timely solutions, especially with PODs, trip discrepancies, or overstay issues.
Technological Proficiency: Competent in using transport and fleet software (e.g., TMS), Microsoft Office (especially Excel), and digital filing systems.
Team Collaboration: Willingness to support colleagues and coordinate across departments (e.g., workshop, tracking).
Time Management: Ability to handle multiple tasks efficiently and meet operational deadlines.
Integrity and Confidentiality: Handles driver advances, refunds, and sensitive trip data with discretion and professionalism.
Adaptability: Capable of adjusting to evolving operational needs, schedules, and delegated responsibilities.