Fleet Coordinator
Full-time
Shipzy PH
Company: Shipzy
Location: Cavite, Philippines — onsite
Schedule: 6 days a week
Employment type: Full-time
- Must be willing to work 6 days a week, including shifting schedules during weekends and holidays. Overtime and applicable premium pay shall be provided in accordance with Philippine labor laws.
About the role
We're an early-stage logistics company running a platform that connects customers, drivers, and our internal admin team. As a Fleet Coordinator, you'll be at the center of our transportation operations - coordinating drivers, assigning vehicles, monitoring trips, keeping our fleet road-ready, and making sure deliveries move safely and efficiently. This is a hands-on role in a small team, so expect variety, fast-moving situations, and real ownership from day one.
What you'll do
Fleet dispatch and operations
- Plan and coordinate daily vehicle dispatch, schedules, routes, and assignments
- Assign vehicles and drivers based on delivery requirements, vehicle capacity, location, and availability
- Monitor vehicle locations and trip status through GPS or fleet tracking systems
- Ensure vehicles are properly prepared and dispatched on time
- Monitor daily trips, vehicle utilization, turnaround time, and fleet productivity
- Coordinate with drivers and helpers regarding delivery schedules, routes, and operational concerns
- Escalate delays, breakdowns, accidents, failed deliveries, and other urgent issues
Driver and crew coordination
- Coordinate daily assignments and schedules with drivers and helpers
- Monitor driver attendance, availability, trip completion, and compliance with company procedures
- Ensure drivers follow assigned routes, delivery schedules, safety procedures, and company policies
- Conduct or assist with driver orientations, briefings, and safety reminders
- Coordinate replacement drivers or vehicles when necessary
- Address driver and crew concerns and escalate performance or disciplinary issues when required
Vehicle maintenance and fleet availability
- Monitor preventive maintenance schedules and ensure vehicles are serviced on time
- Coordinate repairs and maintenance with mechanics, workshops, or accredited service providers
- Monitor vehicle downtime and take action to restore vehicles to operational condition
- Maintain records of inspections, repairs, maintenance history, and service schedules
- Conduct or coordinate regular checks of vehicle availability and roadworthiness
- Escalate recurring mechanical issues and recommend corrective actions
Fuel and fleet expenses
- Monitor fuel consumption and investigate unusual or excessive fuel usage
- Monitor fuel cards, RFID cards, toll expenses, and other fleet-related resources
- Review trip-related expenses and supporting documents for completeness and accuracy
- Maintain records of fuel, repairs, toll fees, parking, and other vehicle-related expenses
- Assist management in identifying opportunities to improve fleet efficiency and reduce operating costs
Documentation and compliance
- Maintain accurate and updated driver and vehicle records
- Monitor vehicle registration, insurance, permits, inspections, and other required documents
- Ensure fleet units comply with company policies and applicable transportation and road-safety requirements
- Maintain records of accidents, incidents, damages, breakdowns, and related reports
- Assist with documentation required for insurance claims and other fleet-related concerns
Delivery and operations coordination
- Coordinate with Operations and Customer Service regarding delivery schedules and vehicle availability
- Provide timely updates on delivery status, delays, failed deliveries, and transportation issues
- Coordinate with customers, suppliers, and third-party transport providers when required
- Monitor proof of delivery (POD), delivery receipts, trip documents, and other required paperwork
- Assist in resolving delivery and transportation-related concerns
Reporting and performance monitoring
- Prepare daily, weekly, and monthly fleet and operations reports
- Track key fleet metrics including vehicle utilization, availability, completed trips, on-time delivery, fuel consumption, maintenance costs, vehicle downtime, and accidents/incidents
- Maintain accurate fleet monitoring records and databases
- Identify operational issues and recommend improvements to fleet productivity, efficiency, and cost control
What we're looking for
- Bachelor's degree in Logistics, Supply Chain Management, Business Administration, Transportation Management, Operations Management, or a related field
- 2 years of experience in fleet management, logistics, transportation, dispatch, or a related role preferred
- Experience in trucking, freight forwarding, courier, delivery, or logistics operations is an advantage
- Good understanding of vehicle operations and preventive maintenance
- Comfortable working with spreadsheets, Google Workspace, Microsoft Office, and web-based systems
- Strong coordination, organizational, and problem-solving skills
- Good knowledge of routes and transportation operations
- Strong attention to detail, particularly with vehicle, driver, and trip records
- Able to manage multiple vehicles, drivers, and operational concerns simultaneously
- Strong written and verbal communication skills in English and Filipino
- Willing to work onsite, six days a week, and respond to urgent operational issues when required
- Startup-ready: comfortable with changing processes and wearing multiple hats
Nice to have
- Experience in trucking, freight forwarding, courier, or last-mile delivery
- Experience using GPS, fleet tracking, dispatch, or logistics management software
- Basic knowledge of Philippine transportation, road-safety, registration, and permit requirements
- Professional Driver's License
- Basic knowledge of vehicle troubleshooting and preventive maintenance
What we offer
- Government-mandated benefits
- Direct exposure to founders and a real say in how we build our fleet and operations processes
- Opportunity to grow with an early-stage logistics and technology company
Working conditions
- Primarily office/operations-based, with regular coordination with drivers, warehouse personnel, customers, and service providers
- May require field visits, vehicle inspections, or attendance at operating sites
- May involve extended periods of monitoring trips, coordinating drivers, and responding to operational concerns
- May be required to work overtime, weekends, holidays, or shifting schedules depending on delivery requirements
- Must be able to respond promptly to urgent fleet, vehicle, driver, or transportation issues
- Must be comfortable working in a fast-paced environment where operational priorities can change quickly
Vacancy posted 11 days ago
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