Fleet Coordinator

Job Title: Fleet Coordinator
Department: Fleet Department
Reports To: Head of Fleet
Location: Harlow
Type: Full-Time - Office Based

Job Overview

As the Fleet Coordinator, you will act as the second-in-command to the Head of Fleet and play a pivotal role in ensuring the smooth operation of the Fleet Department. Your key responsibility will be to coordinate all plant, equipment and logistical activities to support the Fleet's daily operations. This includes managing heavy haulage movements, organising deliveries and collections, allocating engineers for repairs and maintenance and ensuring timely emergency breakdown response. Additionally, you will oversee supplier management, including purchase orders, supplier compliance, new supplier reviews and set ups, and account management.

This is a fast-paced pressurised environment at times so we need someone with a calm head and who is a self-starting logical thinker who can work well under pressure. Key to the role is impeccable concise, clear communication and strategic thinking.

Previous experience of heavy mobile equipment, HGV or van fleets would be advantageous.

Key Responsibilities

• Logistics & Coordination

• Coordinate the movement of heavy haulage, deliveries, and collections of equipment, attachments, spare parts, fuel, and lubricants to ensure timely operations.

• Organise and manage internal and external engineers for repairs, maintenance, and emergency breakdown response.

• Monitor and manage fleet schedules to ensure optimum efficiency, including planning and overseeing daily routes and activities.

• Ensure compliance with all relevant regulations and safety standards during transportation and logistics activities.

• Fleet & Equipment Management

• Assist the Head of Fleet in maintaining an up-to-date inventory of fleet equipment, including vehicles, machinery and attachments.

• Ensure all plant and equipment is regularly maintained and repaired as needed.

• Manage and coordinate vehicle and equipment inspections, certifications, and compliance checks.

• Keep detailed records of fleet maintenance schedules and service histories.

• Supplier & Procurement Management

• Raise and coordinate purchase orders for required parts, equipment, and services.

• Manage supplier accounts, ensuring timely payments and resolution of any issues.

• Ensure supplier compliance with relevant quality and safety standards.

• Build and maintain relationships with key suppliers to support the business' fleet requirements.

• Emergency Response & Support

• Act as the point of contact for emergency fleet breakdowns, ensuring rapid response and allocation of necessary resources.

• Coordinate and mobilise internal or external engineers to respond to breakdowns or urgent repairs.

• Reporting & Data Management

• Create and maintain accurate reports on fleet operations, including usage, efficiency, costs, and downtime.

• Monitor and analyse fleet performance data to identify areas for improvement and implement strategies for increased efficiency.

• Assist in budgeting and cost control for fleet activities.

• Team Collaboration

• Work closely with the Head of Fleet and other departments, including operations, procurement and finance, to align fleet activities with business needs.

• Provide ongoing support and guidance to junior members of the fleet team.

• Ensure effective communication within the Fleet Department to optimize workflow and resource allocation.

Key Skills & Competencies

• Logistics & Fleet Management Expertise: Demonstrated experience in coordinating fleet logistics and managing heavy equipment and haulage movements.
• Organisational Skills: Strong organizational and multitasking abilities to manage multiple ongoing fleet operations and ensure deadlines are met.
• Problem Solving: Ability to assess fleet-related issues and implement swift, effective solutions, particularly in emergencies.
• Supplier Relationship Management: Experience in managing supplier accounts, procurement processes, and ensuring supplier compliance.
• Technical Knowledge: Understanding of vehicle and machinery maintenance, safety regulations, and compliance requirements.
• Communication: Strong communication skills, both written and verbal, with the ability to liaise across departments and external partners.
• Team Player: A collaborative mindset with the ability to work as part of a wider team and coordinate between internal and external stakeholders.

Qualifications & Experience

• Previous experience in fleet management, logistics, or a related field.
• Proven track record of managing heavy haulage operations and coordinating engineers for repairs and maintenance.
• Experience with supplier management and procurement processes.
• Knowledge of vehicle maintenance and compliance regulations.
• Proficiency with fleet management software or similar systems is advantageous.

What We Offer

• Competitive salary and benefits package.
• Opportunities for professional growth and development within the Fleet Department.
• A dynamic and supportive work environment where your contributions will directly impact the success of the Fleet operations.

This role is integral to the overall success of the Fleet Department. If you have a strong background in fleet logistics, coordination, and supplier management, and you're ready to step into a leadership support role, we encourage you to apply.