Transport & Fleet Coordinator

Qube; Auckland; On-site; NZD 65,000 - 90,000; Full time

Job summary

Qube Ports and Bulk is seeking a Transport Coordinator in Auckland to support Nexus 3PL and Qube Auckland Fleet operations. You will coordinate fleet records, servicing, permits and driver training, while ensuring safety, compliance and accurate reporting.

You will liaise with NZTA, CVST and internal stakeholders, maintain data quality across transport systems, and support continuous improvement within Auckland operations.

Qualifications

• Experience in transport, fleet or heavy-vehicle administration (3 years preferred).
• Strong Excel and MS Office skills for data handling and reporting.
• Knowledge of NZTA permits, CVST and vehicle compliance is desirable.
• Excellent communication and organisational skills with supplier coordination ability.

Responsibilities

• Maintain Auckland/3PL fleet registers and compliance records.
• Coordinate servicing, inspections and maintenance with approved providers.
• Liaise with NZTA Waka Kotahi and CVST on permits and compliance matters.
• Track data quality across fleet, safety, and cost records in approved systems.
• Support driver training, toolbox talks and onboarding activities.
• Provide regular reporting on fleet availability, servicing, permits and costs.

Skills

Transport administration

Communication & organisation

NZTA permits knowledge

Class 5 licence (advantageous)

Excel & MS Office

Tools

Microsoft Office

Qube Rapid

Fleet systems

Job description

Role Purpose

Provide dedicated fleet, driver and subcontractor coordination for Nexus 3PL and Qube Auckland Transport, supporting safe, compliant and efficient operations. Maintain vehicle and driver compliance records, liaise with NZTA and CVST, arrange vehicle servicing with approved providers, support driver training and toolbox engagement, and ensure accurate operational and cost reporting.

AUCKLAND ROLE: The role is based in Auckland and supports the Nexus 3PL and Qube Auckland fleets. Ian Pauling provides direct management and sets day-to-day priorities; Jamie Heta has a dotted-line relationship for agreed transport coordination and information sharing. Any work outside Auckland requires prior agreement on scope and resourcing. Driver supervision, live despatch, major spend and technical approvals remain with authorised managers. After-hours support must be agreed in advance.

Key Relationships

Internal

• Ian Pauling (direct manager) and Jamie Heta (dotted line)

External

• Nexus 3PL and Qube Auckland drivers, despatch and operations teams
• Health & Safety, People, Finance, Procurement and IT teams
• NZTA Waka Kotahi and CVST
• Approved maintenance, tyre, inspection and roadside service providers
• Driver training providers, owner-drivers and subcontractors

Safety & Professional Standards

Comply with company safety standards, site rules and applicable transport legislation. Promptly elevate defects, permit or inspection issues, expired credentials, work-time exceptions and unsafe conditions. Maintain accurate, confidential records and demonstrate the 3PL values of Safety, Trusted Solutions, Customer First, Operational Excellence and Integrity.

Key Accountabilities

1. Fleet Records & Availability

• Maintain accurate Auckland/3PL fleet registers for prime movers, trailers and other road-transport equipment, including unit identifiers, registration, location, vehicle specifications, allocation and status.
• Keep local fleet files, inspection documents, service records, permit details and statutory due dates current in approved systems; provide timely updates and exception reports to Ian Pauling.
• Track vehicle availability, bookings, reported defects, planned downtime and return-to-service status; keep despatch and operations informed of changes.

2. Servicing, Maintenance & Provider Coordination

• Book scheduled servicing, CoF/WoF inspections, tyre work, repairs and roadside assistance directly with approved workshops and service providers, coordinating timing with despatch to minimise downtime.
• Maintain preventative service schedules, monitor defects and repair progress, follow up providers for completion dates and escalation overdue maintenance or recurring reliability issues to Ian Pauling.
• Obtain quotes, arrange vehicle drop-off/collection and raise purchase requests within delegated authority; communicate return-to-service updates. Technical sign-off and spend approvals remain with authorised personnel.

3. Vehicle, Subcontractor & Safety Compliance

• Maintain registration, licensing, CoF/WoF, RUC and vehicle compliance records; monitor expiry dates and take early action to avoid non-compliant vehicles entering service.
• Liaise with NZ Transport Agency Waka Kotahi (NZTA) to coordinate vehicle permit applications, renewals and amendments, including HPMV and overweight/overdimension permits where applicable; track conditions, validity and distribution to drivers/despatch.
• Support liaison with CVST on roadside inspections, vehicle compliance queries and follow-up actions; maintain inspection records and immediately step up notices, restrictions or non-compliance issues to Ian Pauling.
• Record and follow up vehicle-check defects, incident and safety actions, and telematics exceptions in approved systems such as EROAD, Lytx, FleetPro, Fleetview and INX, as applicable.
• Support safety and compliance audits, insurance records, investigations and corrective-action close-out with the Health & Safety team and Auckland operations.
• Coordinate owner-driver and subcontractor documentation in Qube Rapid, including onboarding, insurance, vehicle and driver credentials, safety evidence and renewal dates.
• Monitor Rapid approval status, follow up missing or expiring documents and escalation non-compliant contractors, drivers or vehicles before allocation; final authorisation remains with the responsible manager.

4. Driver Training, Induction & Work-Time Support

• Maintain driver licence and endorsement records, induction status, competency sign-offs and training matrices; alert Ian Pauling to gaps, expired qualifications or required refreshers.
• Support Ian Pauling and Health & Safety with regular Nexus 3PL and Qube Auckland driver toolbox meetings, safety briefings, attendance records and action follow-up.
• Coordinate driver training bookings and refresher programmes with internal trainers and external providers, including safe loading, load restraint, SAFED and equipment familiarisation as required.
• Support driver and owner-driver onboarding/offboarding, practical inductions, training attendance, system access requests and completion of required documents.
• Follow up training gaps, competency assessments and agreed development actions with drivers, supervisors and training providers; maintain clear evidence of completion.
• Review assigned logbook, work-time, driving-hours and rest-break exceptions; escalating possible breaches to Ian Pauling for review and action.

5. Transport Systems, Data Quality & Reporting

• Enter and reconcile Auckland fleet, safety, transport and subcontractor data in approved systems, including FleetPro, Trifecta, EROAD and Rapid, or their successors.
• Assist despatch and Finance with reconciliation of driver run sheets, recorded hours, completed jobs, vehicle allocations and supporting cost records.
• Prepare regular Auckland/3PL reports on fleet availability, servicing, NZTA permits, CVST actions, vehicle defects, driver training, Rapid compliance, toolbox actions, fuel and utilisation.
• Investigate data discrepancies, maintain an exceptions/action log and give Ian Pauling accurate information for decisions; share agreed updates with Jamie Heta through the dotted-line relationship.

6. Fuel, Supplier & Cost Administration

• Monitor Auckland/3PL fuel usage and card transactions; reconcile records, investigate anomalies and promptly elevate unusual consumption or allocation issues.
• Verify supplier invoices, maintenance charges, tyre costs and other fleet expenses against booked work; code amounts to the correct vehicle and cost centre with Finance.
• Maintain service provider contacts, quotes, cost histories and purchase order records; provide supplier and vehicle-level information to Ian Pauling, Finance and Procurement.

7. Auckland / 3PL Support & Continuous Improvement

• Provide practical administration and coordination to Nexus 3PL and Qube Auckland Transport while local managers retain driver supervision, operational decisions and live despatch.
• Maintain current Auckland fleet registers, compliance trackers, training records, SOPs, maintenance schedules and clear handover processes; coordinate agreed reporting with Jamie Heta.
• Identify recurring vehicle, permit, contractor, training and data issues; recommend improvements and assist with implementing agreed actions. Wider regional duties require separate agreement.

Measures of Success

Priorities and performance measures are agreed with Ian Pauling, with relevant coordination and reporting to Jamie Heta. Success will be assessed against the following outcomes:

• Compliance: Current CoF/WoF, RUC and NZTA permits; CVST actions and Rapid records followed up before expiry.
• Fleet readiness: Service and inspection bookings are timely; defects and downtime are visible and followed through.
• Training & records: Licenses, inductions, driver training and toolbox actions are complete and traceable.
• Data quality: Run sheets, hours, fleet allocations, service records and completed jobs reconcile.
• Cost discipline: Fuel and supplier charges are accurately coded; cost anomalies are escalated promptly.
• Communication: Ian receives reliable updates; agreed information is shared with Jamie and operational teams.

Skills & Experience

• Experience in transport, fleet or heavy-vehicle administration (approximately three years preferred), with strong follow-through and supplier coordination skills.
• Confident Excel and Microsoft Office skills, with ability to work accurately across Qube Rapid, fleet, safety, telematics and transport systems.
• Practical understanding of NZ vehicle compliance, CoF, RUC, NZTA permits and CVST requirements, or ability to develop these skills quickly.
• Strong communication and organisation skills for workshop bookings, driver training and fleet follow-up. Mechanical awareness and a Class 5 licence are advantageous, not essential.