| Detail | For this role |
|---|---|
| Department | Logistics and Warehousing |
| Level | Entry level |
| Reports to | Fleet Manager |
| Direct reports | None |
| Experience | Fresher or up to 2 years in coordination or data entry |
Fleet Coordinator job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Fleet Coordinator
Department: Logistics and Warehousing
Reports to: Fleet Manager
Location: [City], [office, branch or site]
About the role
A Fleet Coordinator is the desk support that keeps a fleet's information and paperwork in order. They maintain vehicle and driver records, track document renewal dates, enter trip and fuel data, and follow up on tasks the Fleet Supervisor and Manager assign. They keep the fleet running by making sure nothing falls through the cracks on paper. A good Fleet Coordinator never lets a document lapse unnoticed, keeps records accurate and up to date, and gives the fleet team a reliable view of vehicles, drivers and trips.
Key responsibilities
- Maintain vehicle and driver master records with current details and document dates.
- Track fitness, permit, insurance, pollution and tax renewal dates and remind the team before they expire.
- Enter trip, fuel and toll data accurately and keep the daily records current.
- Coordinate driver duty information and share the day's assignments as instructed.
- Follow up on pending tasks such as document renewals, repairs and payments.
- Prepare simple fleet reports on availability, fuel and expiring documents.
- Support the supervisor and manager with data and scheduling for daily operations.
- Keep files, permits and records organised for quick retrieval and audit.
Requirements
- Graduate or diploma in any discipline
- Basic computer and spreadsheet skills
- Knowledge of vehicle documents is an advantage
- Fresher or up to 2 years in coordination or data entry
KRAs and KPIs for a Fleet Coordinator
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Document tracking | No vehicle document allowed to expire unnoticed in the period |
| Data accuracy | Trip, fuel and vehicle records accurate with errors below the agreed level |
| Renewal follow-up | Renewals initiated well before the due date every time |
| Reporting | Daily fleet reports shared on time and correct |
| Record keeping | Files and permits organised and retrievable within minutes |
Skills and tools
Tools used day to day: Fleet management software, MS Excel, Vahan portal, Email, Document tracker.
Reporting line and career path
Next roles: Fleet Supervisor, Transport Coordinator, Fleet Manager
Interview questions for a Fleet Coordinator
- How would you make sure no vehicle document expires without notice?
- How do you keep trip and fuel data entry accurate every day?
- What would you include in a simple daily fleet report?
- How do you follow up on many pending tasks without missing any?
- How do you keep vehicle files organised for quick retrieval?
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What does a Fleet Coordinator do?
A Fleet Coordinator provides desk support for a fleet. They maintain vehicle and driver records, track document renewal dates, enter trip and fuel data, and follow up on assigned tasks. They prepare simple fleet reports and keep files organised. The role keeps the fleet running smoothly on paper so no document or task is missed.
What is the difference between a Fleet Coordinator and a Fleet Supervisor?
A Fleet Coordinator works at the desk on records, document tracking and data entry. A Fleet Supervisor works on the ground at the depot, allocating vehicles and drivers and managing daily operations. The coordinator keeps the information accurate; the supervisor runs the physical operation. The coordinator role often leads into supervision.
What qualifications does a Fleet Coordinator need?
A graduate degree or diploma and basic computer and spreadsheet skills are usually enough to start. Knowledge of vehicle documents such as fitness, permit and insurance is an advantage. Employers value accuracy, organisation and steady follow-up, since the role is about keeping fleet records and renewals under control.