Logistics Coordinator

About the role

The Fleet Coordinator plays a critical role in ensuring efficient, accurate, and timely movement of goods throughout the supply chain by monitoring the fleet and assets. This individual will coordinate transportation, monitor shipments, and manage fleet documentation and compliance. The Fleet Coordinator ensures real‑time fleet monitoring, planned maintenance, emergency response, record keeping, and collaboration with Logistics Coordinator to fulfil customer loads in a safe and efficient manner.

• Maintain records of daily fleet performance, including vehicle availability, usage, and condition.
• Track and analyse daily driving patterns using telematics systems to identify risky behaviour and inefficiencies.
• Log and escalte fleet incidents, accidents, and near‑miss events with appropriate documentation and follow‑up actions.
• Compile and distribute daily, weekly, and monthly performance reports for operational visibility and decision making.

• Oversee completion of daily pre‑trip inspections by drivers and ensure compliance with inspection standards.
• Log reported defects, assign corrective action, and track resolution to ensure vehicles are safe and roadworthy before dispatch.
• Maintain a centralised defect tracking system to monitor trends and prevent recurring mechanical issues.

• Plan and manage all scheduled and opportunistic maintenance for trucks, trailers, and associated equipment.
• Liaise with internal and external workshops to ensure timely completion of repair tasks.
• Review and close work orders, verifying that repairs meet required safety and quality standards.
• Maintain updated service records and ensure alignment with OEM and legal maintenance schedules.

• Monitor and control workshop inventory, including critical spare parts, tools, consumables, and safety items.
• Track stock usage, reorder levels, and ensure timely replenishment to avoid delays in maintenance work.
• Maintain accurate records of all parts used in each job card and reconcile stock movement with maintenance activities.

• Coordinate prompt response to breakdowns by deploying recovery support and arranging urgent repairs.
• Log breakdown incidents and analyse root causes to inform preventive maintenance strategies and reduce future occurrences.

• Monitor vehicle telematics and dash cam systems for real‑time data on speed, braking, route adherence, and safety events.
• Review footage or event logs as needed to support investigations or compliance reviews.
• Ensure all systems are fully operational, up‑to‑date, and effectively utilised by drivers and operational staff.

• License disks.
• Pneumatic pressure tanker certifications.
• Safety slings.
• Fire extinguishers.
• Warning triangles, stop blocks.
• Vehicle steps, fall arrest systems.
• Safety lane checks.
• Maintain a compliance calendar to monitor expiry and renewal dates, ensuring continuous legal and safety readiness.

• Maintain centralised, up‑to‑date records of all inspections, maintenance, repairs, certifications, and driver reports.
• Ensure all documents are audit‑ready, securely stored, and aligned with regulatory and internal compliance requirements.
• Transition paper‑based systems to digital platforms where applicable to improve efficiency and accessibility.

• Oversee tyre usage, condition monitoring, rotations, and replacements across the fleet.
• Keep detailed logs of tyre specifications, serial numbers, fitment history, and vendor service interactions.
• Investigate irregular tyre wear and ensure corrective actions are implemented to improve tyre lifespan.

• Manage relationships with external service providers, including workshops, tyre suppliers, and equipment vendors.
• Track service quality, response times, and adherence to agreed terms and conditions.
• Verify and reconcile third‑party invoices against completed work before approval.