Transport Administrator (Subcontractor)

Role Overview

This position keeps the fleet operation moving by managing the administrative systems behind every vehicle, driver, and delivery. Day-to-day work involves updating transport records, tracking legal renewals, handling driver paperwork, and producing reports that give leadership a clear view of fleet performance. The role supports the entire transport department by ensuring compliance is maintained, documents are audit-ready, and any operational discrepancies are flagged early.

Key Responsibilities

• Coordinate the daily movement of vehicles and drivers, confirming that routes are assigned, loads are documented, and all necessary paperwork is prepared before departure.
• Maintain accurate driver and vehicle files, including licensing, insurance, permits, and training records, and update them promptly when renewals or changes occur.
• Process driver attendance and time records for payroll input, reviewing data for errors or missing information and escalating issues when needed.
• Manage the fleet database and transport management system by logging trips, fuel usage, maintenance activities, and other operational data.
• Prepare recurring transport reports covering vehicle availability, utilisation, compliance status, and incident summaries for internal and regulatory audiences.
• Look after dispatch items such as vehicle keys, GPS devices, fuel cards, and mobile phones, ensuring they are properly tracked and returned.
• Act as the bridge between drivers, customer service, and external partners when delivery problems arise, relaying updates and helping to resolve delays quickly.
• Support compliance monitoring by checking axle-load and weighbridge declarations, tracking traffic violations or fines, and assisting with accident investigations and corrective actions.

Requirements & Qualifications

• A diploma or degree in Logistics, Supply Chain Management, or a related discipline, or an equivalent professional qualification in transport operations.
• 2–5 years of practical experience in logistics administration, dispatch coordination, or an operational support role within the transport industry.
• Proven ability to handle daily transport coordination, maintain driver and vehicle records, and follow compliance renewal schedules without losing track of deadlines.
• Hands-on experience using fleet databases or transport management systems to record trips, update records, and generate reports.
• Solid understanding of Kenyan road transport regulations and legal requirements for commercial vehicle operation, including driver licensing, permits, and road safety rules.
• Strong written and spoken communication skills, with the confidence to liaise across teams and explain transport issues clearly to non-operational colleagues.