Job Summary

The Fleet Administrator is responsible for supporting the management and coordination of the company’s fleet of vehicles, equipment, and machinery used in construction operations. The role ensures that fleet assets are properly maintained, documented, compliant with regulations, and efficiently utilized to support project operations.

Key Responsibilities

Fleet Coordination

• Maintain accurate records of all company vehicles, heavy equipment, and machinery.
• Monitor fleet usage, availability, and allocation to various construction sites.
• Coordinate vehicle and equipment assignments with project managers and site teams.

Maintenance Management

• Schedule and track preventive maintenance, servicing, and repairs.
• Coordinate with workshops, service providers, and mechanics.
• Ensure vehicles and equipment meet safety and operational standards.

Documentation & Compliance

• Manage vehicle registrations, permits, insurance policies, and licenses.
• Ensure compliance with local transportation and safety regulations.
• Maintain inspection records and regulatory documentation.

Fuel & Cost Monitoring

• Monitor fuel consumption and maintain fuel logs.
• Track fleet operating costs including maintenance, repairs, and fuel expenses.
• Assist in preparing fleet-related reports and cost analysis.

Vendor Coordination

• Liaise with external service providers, leasing companies, and spare parts suppliers.
• Process service requests and purchase orders related to fleet operations.

Reporting

• Prepare periodic fleet performance reports.
• Maintain fleet database and update asset information.
• Report incidents, damages, and breakdowns.

Qualifications

• Diploma or Bachelor’s degree in Logistics, Business Administration, Mechanical Engineering, or related field.
• 2–5 years of experience in fleet administration, logistics, or transport management, preferably in construction or heavy equipment industries.

Skills & Competencies

• Knowledge of fleet management systems and asset tracking
• Understanding of construction vehicles and heavy equipment
• Strong organizational and record-keeping skills
• Proficiency in Microsoft Excel and fleet management software
• Good communication and coordination abilities
• Ability to manage multiple tasks and meet deadlines

Skills

Preferred Requirements

• Experience working with construction fleets (trucks, pickups, cranes, heavy equipment)
• Knowledge of vehicle compliance regulations
• Basic understanding of mechanical maintenance