Job Purpose:

The Fleet Coordinator is responsible for the day-to-day coordination, monitoring, and optimization of the company’s vehicle fleet to ensure safe, efficient, and cost-effective transportation operations. This role ensures vehicles are roadworthy, compliant with regulations, properly utilized, and supported by disciplined maintenance and reporting systems.

Key Responsibilities:

• Coordinate daily vehicle assignments and driver schedules based on operational needs.

• Monitor vehicle availability, utilization, and turnaround times.

• Ensure timely dispatch and return of vehicles.

• Track trip logs, fuel usage, and mileage.

• Schedule and follow up on preventive maintenance, servicing, and repairs.
• Ensure all vehicles have valid insurance, registration, inspection, and transport licenses.
• Maintain accurate vehicle records (service history, warranties, compliance documents).
• Coordinate with garages, suppliers, and service providers.
• Assign drivers to vehicles and routes as required.
• Ensure drivers comply with company policies, safety standards, and traffic regulations.
• Report and follow up on accidents, incidents, or vehicle misuse.
• Support driver induction and basic fleet-related training.
• Monitor fuel consumption and investigate variances or irregularities.
• Reconcile fuel cards, and fuel reports.
• Assist in tracking fleet-related costs (fuel, maintenance, insurance, fines).
• Support cost-saving initiatives and efficiency improvements.

Qualifications & Experience:

• Diploma or Bachelor’s degree in Logistics, Transport Management, Business Administration, or a related field.
• 3–5 years’ experience in fleet coordination, logistics, or transport operations.
• Experience managing drivers and vehicle schedules is an advantage.
• Knowledge of vehicle maintenance and basic mechanical concepts.
• Fluent in English and Kinyarwanda.
• Strong organizational and coordination skills
• Attention to detail and record-keeping discipline
• Good communication and interpersonal skills
• Problem-solving and decision-making ability
• Proficiency in MS Excel and fleet management systems
• Ability to work under pressure and manage multiple priorities

• Coordinate daily vehicle assignments and driver schedules based on operational needs.
• Monitor vehicle availability, utilization, and turnaround times.
• Ensure timely dispatch and return of vehicles.
• Track trip logs, fuel usage, and mileage.
• Schedule and follow up on preventive maintenance, servicing, and repairs.
• Ensure all vehicles have valid insurance, registration, inspection, and transport licenses.
• Maintain accurate vehicle records (service history, warranties, compliance documents).
• Coordinate with garages, suppliers, and service providers.
• Assign drivers to vehicles and routes as required.
• Ensure drivers comply with company policies, safety standards, and traffic regulations.
• Report and follow up on accidents, incidents, or vehicle misuse.
• Support driver induction and basic fleet-related training.
• Monitor fuel consumption and investigate variances or irregularities.
• Reconcile fuel cards, and fuel reports.
• Assist in tracking fleet-related costs (fuel, maintenance, insurance, fines).
• Support cost-saving initiatives and efficiency improvements.

• Strong organizational and coordination skills
• Attention to detail and record-keeping discipline
• Good communication and interpersonal skills
• Problem-solving and decision-making ability
• Proficiency in MS Excel and fleet management systems
• Ability to work under pressure and manage multiple priorities

• Diploma or Bachelor’s degree in Logistics, Transport Management, Business Administration, or a related field.
• 3–5 years’ experience in fleet coordination, logistics, or transport operations.
• Experience managing drivers and vehicle schedules is an advantage.
• Knowledge of vehicle maintenance and basic mechanical concepts.
• Fluent in English and Kinyarwanda.