Coordinator - Fleet Management
Job Description
Job Description
The Fleet Management Coordinator and Driver is responsible for coordinating between divisions, managing data entry, and ensuring the effective allocation, tracking, and compliance of the AD Ports Group vehicle fleet. In addition to administrative duties, this role involves active driving responsibilities, including the delivery of items across various locations.The coordinator acts as the primary focal point for drivers and division heads, ensuring strict adherence to the AD Ports Group Vehicle Allocation Policy. They promote sustainability, operational excellence, and responsible resource management by monitoring vehicle usage, maintaining accurate records, ensuring the physical neatness of the fleet, and fairly distributing the workload among all drivers.
Responsibilities
Driving & Delivery Operations
A core component of this role involves working directly as a driver to support operational needs. The coordinator is responsible for the safe and timely delivery of items, documents, and personnel across AD Ports Group locations. They must ensure that all driving activities strictly adhere to UAE traffic laws and internal safety regulations.Maintaining the physical neatness, cleanliness, and overall presentation of the assigned vehicles is a mandatory daily responsibility, ensuring the fleet reflects the professional standards of the organization.
Workload Distribution & Driver Scheduling
The coordinator is tasked with effectively distributing the daily workload among the driving team. This includes scheduling trips, assigning delivery routes, and allocating tasks fairly to ensure optimal operational coverage across all divisions.They must balance the workload to prevent driver fatigue, minimize vehicle underutilization, and ensure that all divisional requests are met promptly and efficiently. Regular review of task assignments and driver availability ensures that no single driver is overburdened while maintaining uninterrupted service across the organization.
Pool Car Log Recording & Focal Point Coordination
The coordinator is responsible for recording and maintaining comprehensive vehicle logs for all pool cars. This includes tracking daily usage, mileage, trip purposes, and driver assignments for every pool vehicle in the fleet. Furthermore, the coordinator must actively collaborate and coordinate with other departmental focal points across the organization to ensure that the logbooks for all vehicles are consistently updated, accurate, and fully aligned with the central GSD records.Regular follow-ups with focal points are required to verify that no entries are missing, that all discrepancies are resolved promptly, and that the logbook data is ready for audit at any time.
Fleet Coordination & Compliance
The coordinator ensures vehicles are allocated based on operational justification and approved entitlement categories, preventing unauthorized upgrades or changes without formal justification. They enforce the AD Ports Group Vehicle Allocation Policy, ensuring vehicles are used exclusively for official duties and personal use is strictly prohibited unless explicitly authorized.Furthermore, they monitor and enforce the daily return policy, ensuring all ADPG vehicles are parked at designated office or port locations after business hours. They also manage exceptions for overnight home parking under the Delegation of Authority ( DoA ).
Actively monitoring and reporting instances of vehicle misuse — including unauthorized drivers, GPS tampering, parking violations, fuel card misuse, unreported damages, maintenance neglect, and underutilization — is a critical part of this role.
Division Coordination & Communication
The coordinator acts as a seamless liaison between different divisions and the General Services Department to ensure operational needs are met efficiently. They brief all vehicle users and drivers on updated policy requirements, proper usage guidelines, and disciplinary consequences for non-compliance.In addition, they serve as the first point of contact for drivers experiencing emergencies after hours, providing guidance and escalating issues to the GSD as necessary.
Data Entry & Record Keeping
Ensuring mandatory recordkeeping for accountability and audit readiness is a primary duty. The coordinator verifies and maintains records of valid UAE Driver Licenses, Emirates IDs (EID), and official AD Ports Group Employee IDs for all assigned users.They maintain regular documentation of vehicle usage, mileage, and trips, keeping written justification records for any underutilized vehicles. Documenting all scheduled and unscheduled service records ensures vehicles adhere to service intervals.
They also ensure immediate reporting and documentation of all vehicle damages, fines, accidents, or irregularities. Utilizing standard compliance tracking templates, they monitor vehicle info, documentation status, maintenance schedules, and parking/usage compliance.
Qualifications
High School Diploma or equivalent. Valid UAE Driving License.
Experience
Proven experience as a driver, fleet coordinator, logistics assistant, or in a similar administrative/delivery role. Experience working within a corporate or industrial environment, preferably within the UAE.