Reporting to the Fleet and Facilities Manager. The Fleet Coordinator plays a pivotal role in ensuring the efficient management of the University’s fleet and equipment. This position is responsible for coordinating all aspects of fleet operations, including vehicle maintenance, repairs, policy compliance, driver supervision, and cost control. The role demands a proactive and organized individual with strong leadership skills, technical knowledge, and the ability to balance strategic planning with day-to-day operations

Desired Attributes: EDUCATION AND QUALIFICATIONS

• A degree in Transport and Logistics
• Clean class 4 Drivers Licence.
• Motor Mechanic Class 1 (Apprentice trained)

EXPERIENCE AND KNOWLEDGE

• A minimum of 5 years’ experience in a similar position
• Hands-on experience leading teams, including drivers and workshop personnel
• Proven ability to draft, review, and disseminate reports with accuracy and clarity
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with experience in fleet management software (preferred)
• Knowledge of fleet policies, safety regulations, and relevant compliance standards
• Knowledge of insurance claim processing, requirements and guidelines
• Experience in budget management and cost control
• Exceptional organizational, communication, and interpersonal skills
• Ability to work independently and handle multiple priorities under tight deadlines
• Strong problem-solving skills with the ability to make decisions under pressure
• Commitment to upholding the University’s core values: God fearing, integrity, diversity, professionalism and Ubuntu.

SKILLS AND PERSONAL REQUIREMENTS

• Meticulous attention to detail and high levels of organization
• Strong leadership and team management abilities
• Excellent oral and written communication skills
• Ability to work independently and show initiative
• Flexibility to work outside normal office hours when required
• Resilience and adaptability in a fast-paced environment.

Duties and Responsibilities:

• Maintenance and Repairs: Develop and implement preventive maintenance schedules, coordinate all vehicle and equipment repairs, and ensure outsourced service providers deliver quality work.
• Fleet Planning and Optimization: Plan and forecast fleet needs, compile maintenance plans, and ensure vehicles and equipment are in optimal condition.
• Policy and Compliance Management: Ensure strict adherence to fleet policies, procedures, and relevant legal requirements, conducting regular audits to guarantee compliance.
• Driver Supervision and Scheduling: Prepare cost-effective duty rosters, manage driver performance, and ensure vehicles are used safely and efficiently.
• Fuel and Expense Monitoring: Track fuel usage, monitor vehicle expenses, and ensure costs remain within budget while identifying areas for cost-saving.
• Reporting and Data Management: Compile and submit comprehensive monthly fleet and equipment status reports, analyzing vehicle performance, maintenance history, and expenditure data.
• Risk and Safety Management: Oversee vehicle inspections, enforce safety protocols, and investigate any accidents or incidents, recommending corrective actions.
• Asset Management: Maintain an up-to-date inventory of all vehicles and equipment, overseeing licensing, insurance renewals, and roadworthiness compliance.
• Succession and Talent Development: Identify potential team leaders within the Fleet Unit and recommend training or mentorship opportunities to support long-term succession planning.