Fuel Co-Ordinator at Fidelity Services Group

Main purpose of the position: 

•  The Fuel Coordinator is responsible for monitoring, controlling, and optimizing fuel usage across the regions vehicle fleet. This role ensures accurate fuel data management, cost control, compliance with policies, and supports efficient fleet operations.

Supervision received (reporting to): Regional Transport Manager

 Supervision exercised (Subordinates):

• Fuel Attendants

 Governance Structures (Applicable legislation):

• Labour Relations Act
• S.O Standard

Key Performance Areas:  (Not totally inclusive)

• Monitor daily, weekly, and monthly fuel consumption for all fleet vehicles
• Manage fuel cards, pin codes, limits, and driver allocations
• Investigate fuel discrepancies, abnormal usage, pilferage, and misuse
• Reconcile fuel transactions against mileage, routes, and vehicle logs
• Ensure compliance with company fuel policies and procedures
• Cost Control & Reporting
• Analyse fuel spend and identify cost-saving opportunities
• Prepare fuel consumption and cost reports for management
• Support budgeting and forecasting for fleet fuel expenses
• Fleet & Driver Support
• Coordinate with fleet, maintenance, and logistics teams regarding fuel issues
• Train drivers on fuel-efficient driving practices and company fuel policies
• Address driver fuel-related queries and resolve fuel card issues promptly
• Systems & Data Management
• Maintain accurate fuel records in fleet management systems
• Ensure correct vehicle and driver data is linked to fuel transactions
• Assist with fleet audits and internal/external compliance checks
• Supplier & Contract Management
• Liaise with fuel suppliers regarding billing, card issues, and service performance
• Verify invoices and resolve discrepancies with suppliers
• Assist in evaluating supplier performance and pricing structures
• Major Outputs:
• Happy satisfied clients/Branches
• Motivated staff
• Quality Controls

Skills & Competencies

• Strong analytical and numerical skills
• High attention to detail
• Good understanding of fleet operations and vehicle performance
• Proficiency in Excel and fleet management systems
• Strong communication and problem-solving skills
• Ability to work independently and under pressure
• High level of integrity and accountability

Preferred Attributes

• Experience managing large or mixed vehicle fleets
• Knowledge of fuel fraud detection and prevention
• Understanding of telematics and fuel optimization tools

Environmental Health and Safety Activities

• Be conversant with role responsibilities and accountability in terms FSS EHS policies and procedural requirements.
• Ensure compliance to EHS policies and procedures within are of responsibility.
• Ensure all work practices are performed according to standards and procedures.
• Practices are performed according to standards and procedures.
• Work assessment is done according to standards and procedures.
• Ensure that all subordinates practice good housekeeping in their places at work.
• Ensure compliance to required PPE usage for all subordinate employees according to procedures.
• Reduction of accidents / incidents through the utilization of safe work procedures.
• Conduct regular audit and assessments checklist examinations to identify any deviations and initiate corrective action where required through coaching, mentoring and discipline.
• Responsible for safety ratings achieved within their specific area of responsibility.
• Ensure that subordinates are properly trained in specific safe working practices relevant to the site.
• The creation of safety awareness amongst subordinates through communication of EHS information, lessons learned and cardinal rules.
• Ensure Environmental Health and Safety aspects are communicated on all forums and meetings and records and minutes of these meetings are kept.

Measurement Instrument

• Identify threats.
• Make recommendations on weaknesses.
• Implement action plan to counter threats.
• Adherence to all policies and procedures.
• Maintain corporate image.

Management Profitability Targets Activities

• Absenteeism rates to bed managed.
• Overtime must be managed and authorized.
• Wages cost not to exceed budgeted costs per site.

Core Competencies Required:

• Analytical and critical thinking skills
• Goal setting
• Planning / prioritizing
• Organizing
• Monitoring
• Driving and managing change
• Driving for results
• Communication direction
• Self-development
• Communication skills
• Customer focus
• Teamwork
• Attention to detail
• Problem solving / mental alertness

Skills:

• Communication (verbal and written)
• Computer literacy
• Interpersonal relation
• Leadership
• Financial knowledge
• Negotiation skills
• Problem solving
• Decision making

Behavioral Attributes:

• Good listener
• Pro-active
• Assertiveness
• Ability to handle pressure
• Honesty
• Integrity
• Reliability