Fleet Coordinator

Access Covers Australia; City of Melbourne; On-site; AUD 65,000 - 90,000; Full time

Job summary

Access Covers Australia is seeking a proactive Fleet Coordinator in Tullamarine, VIC, to own day-to-day fleet coordination and administration. You will manage servicing, registrations, allocations, and records while working with operations, logistics and external service providers to ensure the fleet remains safe, compliant and available.

The role requires hands-on oversight of servicing, compliance, supplier relations and cost management, with a focus on proactive issue resolution and effective

Qualifications

• Previous experience in fleet coordination, fleet administration, transport, logistics or similar roles.
• Strong organisational and time-management skills.
• Excellent attention to detail and record-keeping ability.
• Ability to manage multiple vehicles, bookings, deadlines and competing priorities.
• Strong follow-up skills and ability to close out outstanding actions.

Responsibilities

• Coordinate day-to-day operation and administration of ACA’s company fleet.
• Maintain fleet register for vehicles, trucks and assets.
• Monitor vehicle locations, allocations and status; coordinate allocations with managers.
• Schedule servicing, repairs and inspections; liaise with service providers.
• Coordinate vehicle handovers/returns and conduct condition checks.
• Maintain servicing, maintenance and warranty records.
• Monitor registrations, inspections and compliance requirements.
• Coordinate fuel cards, toll accounts and fleet documentation.
• Prepare and manage fleet-related administrative tasks and supplier relations.

Skills

Fleet coordination

Operations coordination

Organisational skills

Time management

Tools

Microsoft Office

Excel

Job description

Access Covers Australia
Tullamarine, VIC
Full-Time Position
Monday to Friday | Operational Hours 7:00 am – 5:00 pm

About the Role

Access Covers Australia is seeking an experienced, organised and proactive Fleet Coordinator to take ownership of the day-to-day coordination and administration of our company fleet.

This is a hands-on operational role responsible for ensuring ACA’s vehicles and fleet assets are safe, compliant, maintained, available and effectively coordinated to support business operations.

Working closely with Operations, Logistics, HSEQ, Management and external service providers, you will coordinate servicing and repairs, registrations, inspections, vehicle allocation, breakdowns, compliance documentation, supplier relationships and fleet records.

We are looking for someone who takes ownership, stays ahead of deadlines and proactively resolves issues. This is not simply a fleet administration position — you will play an important role in ensuring our fleet remains operational and ready when the business needs it.

Key Responsibilities

Fleet Coordination & Operations:

Coordinate the day-to-day operation and administration of ACA’s company fleet.

Maintain an accurate and up-to-date fleet register covering vehicles, trucks and other applicable fleet assets.

Maintain visibility over vehicle locations, allocations, availability and operational status.

Coordinate vehicle allocation with relevant Managers and operational teams.

Coordinate vehicle handovers and returns, including condition checks and relevant documentation.

Ensure vehicles are appropriately prepared and available to meet operational requirements.

Proactively identify upcoming fleet requirements and potential availability issues.

Minimise vehicle downtime through effective planning, communication and follow-up.

Coordinate replacement vehicles or alternative transport arrangements where required and authorised.

Support onboarding and offboarding requirements relating to company vehicles, keys, fuel cards, toll accounts and associated fleet assets.

Servicing, Maintenance & Repairs:

Coordinate scheduled servicing, preventative maintenance, repairs and inspections across the fleet.

Monitor kilometres, service intervals and manufacturer maintenance requirements.

Schedule vehicles with mechanics, dealerships, tyre providers and other approved service providers.

Coordinate repairs following vehicle faults, defects or breakdowns.

Follow up service providers to ensure repairs and servicing are completed within required timeframes.

Obtain quotations for servicing, repairs, tyres and other fleet-related expenditure where required.

Review maintenance recommendations and elevate significant or unexpected expenditure for approval.

Maintain accurate servicing, repair, maintenance and warranty records.

Identify recurring vehicle issues, excessive downtime or maintenance concerns and elevate these appropriately.

Coordinate warranty repairs and claims where applicable.

Vehicle Compliance & Safety:

Support the maintenance of a safe, roadworthy and compliant fleet.

Monitor vehicle registrations, inspections and other applicable scheduled compliance requirements.

Coordinate registration renewals and ensure relevant records remain current.

Monitor and follow up vehicle pre-start checks and reported defects.

Ensure defects are accurately recorded, communicated and appropriately addressed.

Promptly elevate significant safety concerns or potentially unroadworthy vehicles.

Support appropriate processes to ensure vehicles identified as unsafe are not returned to operation until appropriately assessed or rectified.

Maintain accurate vehicle compliance and inspection records.

Assist with fleet-related incident, accident and corrective action requirements.

Work collaboratively with HSEQ and Management regarding vehicle safety, hazards, incidents and compliance matters.

Breakdowns, Incidents & Insurance:

Coordinate an appropriate response to vehicle breakdowns and urgent fleet issues.

Liaise with drivers, Managers, roadside assistance providers, repairers and other relevant parties.

Assist with vehicle accident and incident administration.

Coordinate insurance documentation and claims information as required.

Maintain accurate records of vehicle incidents, damage, repairs and insurance matters.

Follow up outstanding repairs and claims to support timely vehicle return to service.

Elevate significant incidents, damage, costs or operational impacts to Management.

Fuel, Toll & Fleet Administration:

Coordinate fuel cards and associated fleet accounts.

Maintain appropriate records of fuel cards issued to vehicles or employees.

Coordinate toll accounts and vehicle information.

Investigate and elevate discrepancies or unusual fleet-related expenditure where identified.

Maintain accurate fleet documentation, electronic records and supporting information.

Ensure fleet records are appropriately organised, current and readily accessible.

Process and coordinate fleet-related administrative requirements in a timely manner.

Build and maintain effective working relationships with mechanics, dealerships, tyre providers, repairers and other fleet service providers.

Coordinate supplier bookings and service requirements.

Obtain and compare quotations where required.

Monitor supplier responsiveness, service quality, costs and turnaround times.

Follow up suppliers regarding outstanding repairs, parts or service requirements.

Review supplier invoices against authorised and completed works and elevate discrepancies where identified.

Maintain appropriate records of approved fleet suppliers and service providers.

Assist Management with reviewing fleet suppliers and identifying opportunities for improved service, cost or efficiency.

Fleet Costs & Reporting:

Maintain visibility over servicing, repairs, tyres, fuel, tolls and other fleet-related expenditure.

Assist with monitoring fleet operating costs and identifying unusual or recurring expenditure.

Maintain accurate records to support fleet cost analysis and budgeting.

Provide Management with regular updates regarding fleet status, upcoming requirements and significant issues.

Assist with reporting on maintenance costs, vehicle downtime, incidents and other relevant fleet information.

Identify opportunities to improve fleet efficiency, reliability and cost management.

Assist Management with fleet replacement planning and vehicle procurement activities.

Monitor vehicle age, kilometres, condition, maintenance history and operational suitability to assist with replacement decisions.

Identify opportunities to improve fleet systems, processes and controls.

Support the development and implementation of fleet procedures, registers and documentation.

Proactively identify recurring issues and recommend practical improvements.

Contribute to the ongoing development of a structured and effective fleet management function.

HSEQ & Integrated Management System Responsibilities:

The Fleet Coordinator will:

Comply with ACA’s Occupational Health & Safety, Environmental, Quality and Integrated Management System requirements.

Take reasonable care for their own health and safety and that of others who may be affected by their actions.

Follow applicable company policies, procedures and safe work requirements.

Report hazards, incidents, near misses and unsafe conditions in accordance with ACA procedures.

Support vehicle inspection and pre-start processes.

Ensure fleet-related documentation and records are maintained in accordance with applicable ACA requirements.

Participate in relevant training, consultation, audits and continuous improvement activities.

Support corrective actions relating to fleet safety and compliance.

Work collaboratively with HSEQ and Management to support ACA’s safety, quality and environmental objectives.

About You:

We are looking for someone who is highly organised, dependable, proactive and comfortable taking ownership of a busy operational function.

The successful candidate will ideally have:

Previous experience in fleet coordination, fleet administration, transport, logistics, automotive administration, operations coordination or a similar role.

Strong organisational and time-management skills.

Excellent attention to detail and record-keeping ability.

Ability to manage multiple vehicles, bookings, deadlines and competing operational priorities.

Strong follow-up skills and a demonstrated ability to close out outstanding actions.

Confidence communicating with drivers, Managers, mechanics, suppliers and service providers.

Strong problem-solving skills and the ability to respond calmly to breakdowns and unexpected operational issues.

Sound commercial awareness when reviewing quotations, repairs and supplier costs.

Strong computer skills, including Microsoft Office and Excel.

Ability to maintain accurate electronic records, registers and documentation.

Ability to work independently while collaborating effectively with the wider business.

A proactive approach and willingness to take responsibility for outcomes.

Full Australian working rights.

Experience within manufacturing, civil construction, transport, logistics, automotive or another fleet-intensive operational environment will be highly regarded.

What We’re Looking For:

This role requires someone who doesn’t simply record fleet information — we need someone who actively manages it.

You will be someone who:

stays ahead of servicing, registration and inspection deadlines

follows up outstanding actions rather than waiting for others

keeps accurate and organised records

notices when something doesn’t look right and investigates it

communicates issues early

understands the operational impact of vehicle downtime

can quickly reprioritise when circumstances change

takes safety and compliance seriously

builds effective relationships with internal stakeholders and external suppliers

takes pride in keeping a busy fleet organised, compliant and operational

Hours of Work:

This is a full-time position based at our Tullamarine facility, with the operational span of the role being Monday to Friday, 7:00 am to 5:00 pm.

Ordinary hours, meal breaks and any additional hours will be managed in accordance with the applicable employment arrangements and business requirements.

Due to the operational nature of the position, some flexibility may be required to respond to vehicle breakdowns, servicing requirements, urgent fleet matters and changing operational priorities.

Why Join Access Covers Australia?

Access Covers Australia is an established Australian manufacturer and supplier servicing the civil infrastructure sector.

This position provides an opportunity to take ownership of an important operational function and work closely with multiple areas of the business.

You will have the opportunity to strengthen ACA’s fleet systems and processes, improve fleet visibility and coordination, and directly contribute to the reliability and efficiency of our operations.

For the right person, this is an opportunity to make the fleet function their own and have a genuine impact across the business.