Coordinator - Fleet Management

Job Description

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

Core Responsibilities:

• Safe and timely delivery of items, documents, and personnel across AD Ports Group locations.
• Maintain the physical neatness, cleanliness, and overall presentation of the assigned vehicles to reflect the professional standards of the organization.
• Effectively distribute the daily workload among the driving team which includes scheduling trips, assigning delivery routes, and allocating tasks fairly to ensure optimal operational coverage across all divisions to balance the workload to prevent driver fatigue, minimize vehicle underutilization.
• Regular review of task assignments and driver availability ensuring that no single driver is overburdened while maintaining uninterrupted service across the organization.
• Record and maintain 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.
• 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.
• Allocate vehicles based on operational justification and approved entitlement categories as per AD Ports Group vehicle allocation policy.
• Monitor and enforce the daily return policy, ensuring all ADPG vehicles are parked at designated office or port locations after business hours.
• Manage exceptions for overnight home parking under the Delegation of Authority (DoA).
• Monitor and report instances of vehicle misuse — including unauthorized drivers, GPS tampering, parking violations, fuel card misuse, unreported damage, maintenance neglect, and underutilization.
• Serve as the first point of contact for drivers experiencing emergencies after hours, providing guidance and escalating issues to the GSD as necessary.
• Verify and maintain records of valid UAE Driver Licenses, Emirates IDs (EID), and official AD Ports Group Employee IDs for all assigned users.
• Documenting all scheduled and unscheduled service records ensures vehicles adhere to service intervals.
• Ensure immediate reporting and documentation of all vehicle damages, fines, accidents, or irregularities.
  
  

People Management Responsibilities:

• N/A
  
  

Strategic Responsibilities:

N/A

Qualifications

Key Internal Contacts:

Purpose of Interaction:

• ADPG Drivers
• Senior Management
• Department Coordinators/Admins
• To coordinate work schedules and vehicle allocation
• To drive them
• Receive requests for trip scheduling and deliveries
  
  

Key External Contacts:

Purpose of Interaction:

• Vehicle Registry
• Vehicle Workshops
• Renewal of vehicle registration
• Vehicle maintenance and repairs