Fleet Coordinator
- Ar Ruways, United Arab Emirates
Posted 15 days ago
About the role
We are a Catering company in Abu Dhabi and we are looking for a Fleet Coordinator to be based in Abu Dhabi - remote areas to undertake below job responsibilities:-
JOB PURPOSE
The Fleet Coordinator is responsible for the day-to-day coordination, scheduling and administration of the company's vehicle fleet supporting catering operations, food transportation, camp operations, staff transportation and logistics activities.
The role ensures that vehicles and drivers are deployed efficiently, safely and in compliance with UAE regulatory requirements and company policies. The Fleet Coordinator will coordinate vehicle movements, driver schedules, maintenance, documentation, fuel usage, GPS tracking, inspections and operational reporting.
The position requires close coordination with Operations, Catering, Procurement, Stores, HSE, HR, Finance and Maintenance teams, particularly for remote-site and camp catering operations.
KEY RESPONSIBILITIES
Fleet Operations & Daily Coordination
- Coordinate daily deployment of company vehicles according to operational requirements.
- Prepare and communicate daily vehicle movement schedules.
- Allocate drivers and vehicles for:
- Food deliveries
- Staff transportation
- Catering logistics
- Inter-camp movements
- Airport transfers
- Procurement and collection activities
- Emergency and operational requirements
- Monitor vehicle movements through GPS/fleet tracking systems.
- Ensure vehicles are available at the required locations and times.
- Coordinate replacement vehicles when vehicles are unavailable due to breakdown, servicing or other reasons.
- Maintain effective communication with drivers throughout the day.
- Monitor delays, route changes and operational disruptions and escalate issues promptly.
- Coordinate fleet requirements for remote locations such as Habshan, Ruwais and other project/camp sites.
DRIVER MANAGEMENT
- Prepare daily and weekly driver duty rosters.
- Allocate drivers based on operational requirements, licence category, experience and vehicle type.
- Monitor driver attendance, punctuality and availability.
- Coordinate driver leave and replacement requirements with the Fleet Manager and HR.
- Ensure drivers understand assigned routes, schedules and operational requirements.
- Monitor driver performance and report repeated violations or poor performance.
- Ensure drivers comply with company driving, safety and conduct policies.
- Coordinate driver induction and familiarisation with company fleet procedures.
- Maintain updated records of driver licences, permits, training and other required documents.
- Escalate accidents, traffic violations, misconduct and repeated driving violations.
VEHICLE DOCUMENTATION & COMPLIANCE
Maintain accurate records for all company vehicles, including:
- Vehicle registration (Mulkiya)
- Insurance
- Vehicle inspection/testing
- Maintenance records
- Service history
- Registration renewal dates
- Insurance expiry dates
- Breakdown records
- Accident records
- Vehicle permits where applicable
- GPS/telematics information
Ensure that vehicles are not assigned for operational use where mandatory documentation or regulatory requirements have expired.
Maintain an automated vehicle expiry tracker and provide advance reminders to the Fleet Manager.
VEHICLE MAINTENANCE & REPAIRS
- Coordinate preventive maintenance schedules.
- Monitor vehicle servicing requirements based on mileage/time intervals.
- Coordinate with workshops and maintenance providers.
- Follow up on vehicles under repair.
- Maintain vehicle downtime records.
- Coordinate vehicle collection and delivery from workshops.
- Ensure preventive maintenance is completed on time.
- Report recurring mechanical issues to the Fleet Manager.
- Maintain records of repair costs and maintenance history.
- Coordinate emergency breakdown assistance.
- Ensure replacement vehicles are arranged where operationally necessary.
FUEL MANAGEMENT
- Monitor daily/weekly/monthly fuel consumption.
- Maintain fuel records for each vehicle.
- Review fuel usage against vehicle mileage and operational requirements.
- Identify unusual or excessive fuel consumption.
- Coordinate fuel-card management and allocation.
- Monitor fuel-card transactions.
- Investigate irregular or unauthorized fuel transactions.
- Prepare fuel consumption reports for management.
- Work with Finance to reconcile fuel invoices and records.
GPS & VEHICLE TRACKING
- Monitor vehicles through GPS/fleet management systems.
- Track vehicle location, movement and route compliance.
- Monitor:
- Speeding
- Excessive idling
- Unauthorized routes
- Unauthorized vehicle usage
- Harsh driving
- Excessive driving hours, where system data is available
- Generate periodic GPS reports.
- Escalate serious or repeated violations.
- Maintain records of corrective actions taken.
CATERING & FOOD TRANSPORTATION SUPPORT
Because the fleet supports food-service operations, the Fleet Coordinator must ensure that transportation requirements are aligned with food safety and catering requirements.
Coordinate vehicles used for:
- Prepared food transportation
- Raw-material collection
- Dry-store deliveries
- Chilled/frozen food transportation
- Staff meals
- Catering equipment movement
- Camp-to-camp deliveries
- Emergency food deliveries
Ensure appropriate vehicles are assigned according to the nature of the cargo.
Where applicable, coordinate with the Food Safety/QHSE team to ensure transportation vehicles meet applicable food transportation and hygiene requirements.
CAMP & REMOTE-SITE OPERATIONS
For remote catering projects, the Fleet Coordinator shall:
- Coordinate daily transport requirements between central kitchen, stores and camps.
- Plan vehicle movements between Abu Dhabi, Habshan, Ruwais and project locations.
- Coordinate staff transportation requirements.
- Maintain emergency transport arrangements.
- Monitor long-distance vehicle movements.
- Ensure drivers have appropriate route information.
- Coordinate vehicle availability during mobilisation/demobilisation of projects.
- Support emergency response and breakdown arrangements.
- Maintain communication with Camp Managers and Site Operations teams.
HEALTH, SAFETY & ENVIRONMENT
- Ensure all fleet operations comply with company HSE policies.
- Coordinate driver safety briefings and toolbox talks as required.
- Report vehicle accidents and incidents immediately.
- Assist in accident investigations.
- Ensure vehicles are maintained in safe operating condition.
- Monitor driver compliance with defensive-driving requirements.
- Escalate unsafe driving behaviour.
- Ensure drivers use required PPE when entering operational/camp areas.
- Support implementation of the company's Driver Safety Programme.
- Maintain records of safety violations and corrective actions.
ACCIDENT & INCIDENT MANAGEMENT
In the event of an accident:
- Ensure immediate notification to the Fleet Manager/HSE.
- Obtain details of the incident and involved vehicle/driver.
- Coordinate with the relevant authorities where required.
- Arrange recovery/towing services where necessary.
- Ensure the vehicle is inspected before returning to service.
- Complete internal accident documentation.
- Maintain an accident register.
- Support investigation and corrective action.
- Track insurance claims and related documentation.
ERP & SYSTEM ADMINISTRATION
The Fleet Coordinator shall maintain accurate fleet information in the company's ERP/Fleet Management System.
Responsibilities include:
- Vehicle master data
- Driver master data
- Vehicle allocation
- Maintenance records
- Fuel records
- Mileage
- Service schedules
- Repair history
- Insurance and registration expiry dates
- GPS information
- Accident records
- Vehicle utilisation
- Cost information
Ensure that all system entries are accurate, timely and properly supported by documentation.
REPORTING & MIS
Prepare regular fleet reports, including:
Daily Reports
- Vehicle availability
- Vehicle deployment
- Driver attendance
- Breakdown status
- Critical incidents
Weekly Reports
- Vehicle utilisation
- Maintenance status
- Fuel consumption
- Driver violations
- Vehicle downtime
Monthly Reports
- Fleet utilisation
- Fuel cost and consumption
- Maintenance cost
- Repair cost
- Vehicle downtime
- Accident statistics
- Driver performance
- Vehicle documentation expiry
- Cost per vehicle/km where applicable
PROCUREMENT & VENDOR COORDINATION
- Coordinate with approved workshops, garages, tyre suppliers, recovery providers and fleet service vendors.
- Obtain quotations where required.
- Follow company procurement procedures.
- Monitor service quality and turnaround times.
- Verify workshop invoices against completed work.
- Maintain vendor performance records.
- Escalate recurring vendor/service issues.
INVENTORY & VEHICLE ACCESSORIES
Monitor availability and condition of fleet-related items such as:
- Vehicle first-aid kits
- Fire extinguishers
- Warning triangles
- Emergency equipment
- Tyres
- Batteries
- Vehicle tools
- Safety equipment
- GPS/communication devices
Ensure critical safety equipment is available and within validity requirements.
HUMAN RESOURCES COORDINATION
Coordinate with HR regarding:
- Driver recruitment requirements
- New-driver onboarding
- Driver transfers
- Driver attendance
- Leave planning
- Disciplinary issues
- Training requirements
- License renewals
- Performance evaluation
- Driver welfare concerns
QUALIFICATIONS
Essential
- Diploma or Bachelor's degree in Logistics, Transport, Fleet Management, Business Administration or a related field.
- Minimum 3–5 years' experience in fleet/transport coordination, preferably in UAE.
- Experience in catering, hospitality, facilities management, logistics or camp operations is highly desirable.
- Good knowledge of UAE roads and transport requirements.
- Good knowledge of MS Office, particularly Excel.
- Experience with ERP or fleet-management systems.
- Good English communication skills.
Pay: AED3,500.00 - AED5,000.00 per month
Work Location: In person