Fleet Coordinator

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