Assistant Fleet Coordinator

Role Overview

This position keeps a company’s vehicle fleet running smoothly on a day-to-day basis. You will coordinate where vehicles go, track their condition, arrange maintenance, and make sure records are accurate. Your work matters because poor fleet coordination leads to downtime, higher costs, and compliance risks — so you will be the person who keeps operations moving and drivers supported.

Key Responsibilities

• Plan and oversee daily vehicle assignments, ensuring the right vehicles are available, deployed on time, and recovered efficiently after use.
• Track the real-time status of every vehicle, including mileage, fuel usage, readiness, cleanliness, and roadworthiness.
• Carry out routine vehicle checks to spot defects, damage, or safety hazards early, then escalate issues to the right people.
• Schedule servicing, repairs, inspections, insurance renewals, licensing, and tracking system updates so no vehicle falls out of compliance.
• Keep detailed records for each vehicle and driver, covering fuel purchases, maintenance history, incidents, inspections, and statutory paperwork.
• Liaise with drivers, garages, parts suppliers, and third-party providers to make sure repairs and services are completed quickly and correctly.
• Review driver behaviour and performance, including route adherence, fuel efficiency, vehicle care, and compliance with fleet policies.
• Document every incident — from accidents and breakdowns to traffic fines and delays — and prepare clear daily, weekly, and monthly reports for management.
• Support cost control by monitoring fuel consumption, repair expenses, tyre usage, and vehicle downtime, then flagging any unusual patterns.
• Respond to emergencies such as breakdowns or accidents, arranging recovery and keeping relevant stakeholders informed until the issue is resolved.

Requirements & Qualifications

• Bachelor’s degree in Logistics, Supply Chain Management, Business Administration, Transport Management, or a closely related discipline.
• Valid Kenyan driving licence with a clean record, plus a minimum of three years of verifiable driving experience.
• At least three years of hands-on experience in fleet management, transport coordination, or motor vehicle operations within a busy logistics environment.
• Working knowledge of vehicle inspection procedures, preventive maintenance, road safety standards, and statutory compliance requirements.
• Strong ability to communicate clearly with drivers, managers, and service providers, both verbally and in writing.
• Solid reporting and record-keeping skills, with proficiency in standard computer applications for data entry and report generation.
• High level of integrity, discipline, and accountability, with the composure to work under pressure and pay close attention to detail.