Fleet Coordinator at Value Logistics

Purpose of the Job

• Ensuring that the cartage fleet is maintained and that all resources, fleet and labour, are in place to service the needs and requirements of the customer. This includes coordinating fleet resources, planning daily operations, ensuring compliance with legal and safety requirements, monitoring vehicle readiness, and supporting operational efficiency through accurate reporting and administration.

Key Responsibilities 
Fleet Planning & Operational Coordination

• Plan and coordinate all fleet and labour resources for the following day based on confirmed bookings
• Allocate vehicles, drivers, and crane operators according to booking requirements
• Monitor daily fleet movements and progress of drivers, ensuring proactive communication regarding delays
• Report operational delays and service interruptions to customers and management
• Liaise with the Operations Supervisor regarding fleet availability and operational readiness
• Assist with vehicle movements between sites when required

Fleet Inspections & Compliance

• Conduct daily inspections of all vehicles and cranes before and after trips
• Ensure loads are properly secured and comply with safety standards
• Perform weekly tyre inspections and report defects or replacements required
• Monitor and control opening and closing kilometre readings
• Monitor expiry dates of vehicle licenses and ensure renewals are actioned timeously
• Monitor expiry dates of all lifting equipment including chains and webbing slings
• Coordinate servicing and compliance of lifting equipment
• Ensure fleet compliance with Road Traffic Act requirements and internal safety policies

Vehicle Maintenance, Servicing & Repairs

• Coordinate and schedule vehicle servicing and repairs with relevant Workshops and Panelshops
• Ensure vehicles are delivered to and collected from workshops timeously to reduce downtime
• Attend to vehicle breakdowns and coordinate recovery or repair actions
• Report breakdowns and incidents to management in accordance with company procedure
• Ensure vehicles are inspected and meet operational standards prior to dispatch or rental

Incident, Claims & Fines Management

• Ensure all documentation, evidence, and required reporting is completed in the event of accidents or incidents
• Maintain overall control of traffic fines and related fleet documentation
• Support disciplinary investigations and enquiries where required

Tracking, Reporting & Administration

• Conduct daily checks of vehicle tracking systems and ensure devices are functional and updated
• Capture vehicle kilometres and crane operating hours accurately
• Capture fuel slips on Excel tracking sheets and monitor usage trends
• Compile monthly fleet utilisation and kilometre travelled reports
• Collect daily paperwork from sites and ensure documentation is complete
• Debrief trip sheets to confirm route compliance, fuel consumption, and labour hours
• Ensure manual transaction books are in place and signed off by customers
• Prepare all documentation required for handover for quoting and invoicing purposes

General Support

• Maintain professional conduct and ensure effective communication with internal teams and customers
• Assist with additional operational requirements as directed by management

Minimum Requirements

• Grade 12 (Matric)
• NQF levels 3/4/5
• 2 to 5 years relevant fleet experience
• Valid Code 10 license – Non-negotiable

Skills Required

• Ability to complete operational and fleet-related documentation accurately
• Strong administrative and reporting skills using available systems
• Ability to interpret customer usage patterns and operational requirements
• Understanding of dispatch procedures and logistics operations
• Ability to assist with loading and unloading where required
• Basic numerical and calculation skills
• Working knowledge of Health & Safety requirements and hazard identification
• Ability to execute logistics tasks under general supervision