Fleet Operations Coordinator

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.