Fleet Coordinator – Vehicle Maintenance & Operations

About the role

The Fleet Coordinator will manage the end‑to‑end administration of the company’s vehicle fleet, ensuring timely maintenance, repairs and service scheduling. This role works closely with drivers, internal departments and external service providers to keep the fleet operating efficiently.

Key responsibilities

• Oversee the full maintenance workflow from service request submission to repair completion and documentation.
• Validate and process vehicle maintenance requests, ensuring all required documentation is complete.
• Coordinate preventive maintenance schedules, inspections, emergency repairs and other fleet‑related activities.
• Prepare work orders, approval forms and related records for service processing.
• Liaise with accredited repair shops, dealerships and vendors regarding quotations, parts availability, repair progress and timelines.
• Monitor ongoing maintenance activities, ensuring repairs meet agreed turnaround times.
• Maintain comprehensive records of maintenance history, service schedules, expenses and fleet documentation.
• Generate regular operational reports on maintenance activities, vehicle status and outstanding requests.
• Evaluate vendor performance and support continuous improvement initiatives.

Required profile

• Bachelor’s degree in Business Administration, Logistics, Supply Chain Management, Mechanical Engineering, Automotive Technology, Industrial Engineering or a related field.
• 2–3 years of experience in fleet operations, transport administration or vehicle maintenance coordination.
• Strong administrative, organizational and record‑management capabilities.
• Excellent coordination and communication skills across multiple departments and external partners.
• High attention to detail and ability to manage multiple service requests while meeting deadlines.

Required skills

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• ERP platforms
• Fleet monitoring applications
• Maintenance management software