Key Responsibilities and Required Skills for Fleet Logistics Coordinator

🎯 Role Definition

Are you a master of coordination with a passion for logistics? We're looking for a dynamic and detail-oriented Fleet Logistics Coordinator to join our fast-paced operations team. In this pivotal role, you will be the backbone of our transportation network, responsible for the seamless day-to-day management of our entire vehicle fleet. You will orchestrate everything from driver dispatch and route optimization to maintenance scheduling and regulatory compliance. The ideal candidate thrives under pressure, excels at problem-solving, and is committed to ensuring our fleet operates safely, efficiently, and on schedule. If you're ready to take the wheel of your career and drive tangible results, we want to hear from you!

📈 Career Progression

Typical Career Path

Entry Point From:

Dispatcher
Logistics Assistant / Associate
Transportation Clerk

Advancement To:

Fleet Manager
Logistics Supervisor / Manager
Operations Manager

Lateral Moves:

Supply Chain Analyst
Procurement Specialist

Core Responsibilities

Primary Functions

Strategically plan, dispatch, and monitor daily routes for drivers to ensure timely and efficient delivery of goods and services.
Act as the primary communication link for drivers, providing clear instructions, route updates, and support for on-the-road issues.
Utilize GPS tracking software and telematics systems to monitor vehicle locations, driver performance, and adherence to schedules in real-time.
Proactively coordinate and schedule all preventative maintenance, inspections, and necessary repairs for the entire fleet to minimize downtime and ensure vehicle safety.
Ensure strict compliance with all Department of Transportation (DOT), Federal Motor Carrier Safety Administration (FMCSA), and other local, state, and federal transportation regulations.
Meticulously track and manage driver Hours of Service (HOS) using Electronic Logging Devices (ELDs) to prevent violations and ensure driver well-being.
Serve as the first point of contact for any vehicle breakdowns, accidents, or emergencies, coordinating roadside assistance and implementing incident response protocols.
Process, verify, and maintain all transportation-related documentation, including bills of lading (BOLs), proof of deliveries (PODs), and trip reports.
Analyze fleet performance data to identify opportunities for route optimization, fuel efficiency improvements, and overall cost reduction.
Maintain highly accurate and up-to-date records within our Transportation Management System (TMS), including vehicle information, maintenance history, and driver files.
Manage the procurement and administration of vehicle licensing, registration, permits, and insurance renewals to ensure all assets are legally compliant.
Oversee the company's fuel card program, including distribution, monitoring usage, and auditing for exceptions or misuse.
Collaborate with the Safety Department to investigate and report on any accidents or safety incidents, and assist in implementing corrective action plans.
Develop and maintain strong working relationships with external vendors, including repair shops, parts suppliers, and towing services.
Onboard new drivers, providing comprehensive training on company policies, operational procedures, and use of in-cab technology.
Manage the complete lifecycle of fleet assets, from coordinating the acquisition of new vehicles to overseeing the disposal of retired units.
Conduct regular audits of driver logs and vehicle inspection reports to ensure consistent accuracy and compliance.
Generate and present detailed weekly and monthly reports to management on key fleet metrics, such as cost-per-mile, asset utilization, and on-time performance.
Troubleshoot and resolve shipment discrepancies, customer complaints, and delivery exceptions with a high degree of professionalism and urgency.
Manage inventory levels for fleet-related supplies, such as tires, parts, and safety equipment, to ensure availability.
Continuously evaluate and recommend new technologies or processes that could enhance the efficiency and effectiveness of fleet operations.

Secondary Functions

Assist in the development and implementation of new logistics technologies and transportation management systems.
Participate in cross-functional team projects aimed at improving broader supply chain and operational workflows.
Provide backup support for other members of the logistics and operations team during periods of high volume or absence.
Contribute to the creation, review, and updating of Standard Operating Procedures (SOPs) for the fleet and logistics department.

Required Skills & Competencies

Hard Skills (Technical)

Transportation Management Systems (TMS): High proficiency in using TMS platforms for dispatch, tracking, and reporting.
Regulatory Knowledge: Strong understanding of DOT, FMCSA, and Hours of Service (HOS) regulations.
GPS & Telematics: Hands-on experience with GPS fleet tracking software and vehicle telematics systems.
MS Office Suite: Advanced skills in Microsoft Excel for data analysis, tracking, and reporting; proficiency in Word and Outlook.
Route Optimization: Experience with route planning software and a demonstrated ability to optimize for time and cost.
Geographical Knowledge: Solid understanding of major transportation routes and regional geography.
Vehicle Maintenance Acumen: Familiarity with basic vehicle mechanics, maintenance schedules, and repair terminology.

Soft Skills

Communication: Exceptional verbal and written communication skills for clear interaction with drivers, management, and vendors.
Problem-Solving: Proactive and resourceful in identifying and resolving logistical challenges and unexpected issues.
Organization & Time Management: Superior ability to multitask, prioritize, and manage time effectively in a dynamic, fast-paced environment.
Attention to Detail: Meticulous and accurate in record-keeping, compliance tracking, and data entry.
Composure Under Pressure: Ability to remain calm, focused, and decisive during emergencies or high-stress situations.
Interpersonal Skills: Strong ability to build rapport and maintain positive professional relationships.
Initiative: Self-starter attitude with the ability to work independently with minimal supervision.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Logistics
Supply Chain Management
Business Administration
Operations Management

Experience Requirements

Typical Experience Range:

2-5 years of direct experience in a logistics, transportation, dispatch, or fleet coordination role.

Preferred:

Experience in a role directly managing a commercial fleet of 25+ vehicles (trucks, vans, etc.) is highly preferred.
Prior experience working directly with drivers in a dispatch or support capacity is a significant asset.