Transport Co-ordinator

TRANSPORT COORDINATOR

Company: BUKO Traffic \& Safety
Location: West Drayton
Department: Transport / Fleet
Reporting to: Transport / Fleet Manager
Employment Type: Full\-Time

Role Purpose

The Transport Coordinator is responsible for supporting the effective day\-to\-day coordination and administration of BUKO Traffic \& Safety's vehicle fleet and transport activities.

Working closely with the Transport/Fleet Manager, operational teams, drivers, mechanics and external suppliers, the role will help ensure that vehicles are available when required, maintained to the appropriate standard, operated safely and efficiently, and supported by accurate and up\-to\-date records.

The Transport Coordinator will play an important role in maintaining control of vehicle availability, planned maintenance, defects, repairs, hire vehicles, driver documentation and fleet\-related costs, while helping to drive consistent standards across the operation.

Key ResponsibilitiesFleet Coordination \& Vehicle Availability

• Maintain an accurate daily overview of the fleet, including vehicles available for operation, vehicles off road (VOR), vehicles undergoing maintenance or repair, and hire vehicles.


• Work closely with Operations to ensure sufficient vehicles are available to meet daily and forward operational requirements.


• Coordinate vehicle allocation and movements between depots, workshops, suppliers and operational teams where required.


• Maintain accurate vehicle records and ensure changes to fleet status are updated promptly.


• Escalate vehicle availability issues that could affect operational delivery.


• Support the effective utilisation of the fleet and identify vehicles that are underutilised or unnecessarily retained.

Maintenance, Servicing \& Inspections

• Coordinate planned preventative maintenance, servicing, MOTs, inspections and other scheduled vehicle requirements.


• Maintain the fleet maintenance planner and ensure upcoming requirements are identified and booked sufficiently in advance.


• Liaise with internal mechanics, dealerships, garages and external maintenance providers to arrange repairs and servicing.


• Monitor vehicles undergoing repair and actively follow up outstanding work to minimise VOR time.


• Ensure completed maintenance and repair documentation is obtained, checked and correctly retained.


• Monitor maintenance schedules and escalate overdue or potentially non\-compliant vehicles immediately.


• Assist with ensuring vehicles are not returned to operation until required repairs or safety\-critical defects have been satisfactorily addressed.

Vehicle Defects \& VOR Management

• Monitor and coordinate reported vehicle defects.


• Ensure defects are recorded accurately and passed to the appropriate person or supplier for action.


• Maintain visibility of outstanding defects and follow them through to completion.


• Maintain accurate VOR records, including the reason for VOR, repair status, expected completion date and return\-to\-service date.


• Challenge unnecessary delays with suppliers and provide regular updates to management.


• Identify recurring defects or vehicle reliability issues and escalate trends to the Transport/Fleet Manager.

Driver Compliance \& Documentation

• Support the maintenance of accurate driver records, including driving licences and other relevant documentation.


• Assist with periodic driving licence checks and ensure any restrictions, endorsements or issues are escalated appropriately.


• Monitor completion of required vehicle checks and defect reporting.


• Support the investigation and administration of driver\-related incidents where required.


• Assist management with driver performance information, including areas such as vehicle care, idling, fuel consumption and driving behaviour.


• Maintain appropriate records of driver communications, coaching or corrective actions where required.

Hire \& Replacement Vehicles

• Coordinate hire vehicles when operational requirements cannot be met through the core fleet.


• Maintain accurate records of all vehicles on hire, including hire dates, rates, extensions and expected off\-hire dates.


• Regularly review hire requirements to prevent unnecessary hire costs.


• Arrange off\-hire inspections and ensure vehicles are returned in the required condition.


• Review hire company charges for damage, fuel, valeting, delivery, collection or other additional costs and escalate discrepancies.


• Support the management of replacement vehicles where company vehicles are unavailable due to accident, breakdown or repair.

Fuel \& Fleet Efficiency

• Assist with monitoring fuel usage, MPG, mileage and vehicle utilisation.


• Identify unusual fuel consumption, excessive idling or other potential inefficiencies and escalate these for investigation.


• Support management reporting on fleet performance and cost.


• Assist with maintaining fuel card records, allocation and administration.


• Help identify opportunities to reduce unnecessary mileage, fuel consumption, vehicle hire and maintenance expenditure.

Accidents, Damage \& Insurance Administration

• Support the administration of vehicle accidents and damage incidents.


• Ensure relevant information, photographs, driver statements and other supporting documentation are obtained promptly.


• Maintain accurate accident and damage records.


• Liaise with insurers, hire companies, repairers and other parties as directed.


• Track vehicles undergoing accident repairs and provide updates on expected return\-to\-service dates.


• Assist with the recovery of relevant costs and documentation where appropriate.

Supplier \& Cost Management

• Liaise with garages, dealerships, tyre providers, hire companies, recovery providers and other fleet suppliers.


• Obtain quotations and authorisation where required before work is undertaken.


• Check supplier invoices against work completed, agreed rates and quotations before approval.


• Challenge discrepancies and unexpected charges.


• Support the Transport/Fleet Manager with supplier performance reviews and cost\-control initiatives.


• Maintain accurate records of expenditure and supporting documentation.

Fleet Systems \& Administration

• Ensure fleet management systems, trackers, spreadsheets and records are maintained accurately and in a timely manner.


• Maintain vehicle files containing relevant servicing, maintenance, inspection and repair documentation.


• Produce regular reports covering areas such as VOR, maintenance compliance, vehicle availability, hire vehicles, defects, mileage and fuel.


• Ensure information required by management is accurate and readily available.


• Support audits and compliance reviews by ensuring appropriate fleet documentation is complete and accessible.

Health, Safety \& Compliance

The Transport Coordinator is expected to promote a strong culture of vehicle and driver safety throughout the business.

The role holder will:

• Support compliance with applicable road transport, vehicle safety and company requirements.


• Ensure known safety\-critical vehicle defects are escalated immediately.


• Support effective daily vehicle\-check and defect\-reporting processes.


• Maintain accurate records capable of demonstrating appropriate fleet management controls.


• Cooperate with internal HSEQ teams and external auditors where required.


• Escalate any unsafe practice, compliance concern or significant fleet risk promptly to management.

Key Performance Measures

Performance within the role will be assessed against measures including:

• Planned maintenance and servicing completed within required timescales.


• MOT and inspection compliance.


• Vehicle availability and VOR levels.


• Average VOR duration.


• Accuracy of fleet and maintenance records.


• Timely closure of vehicle defects.


• Hire vehicle utilisation and cost control.


• Fleet fuel efficiency and idling performance.


• Accuracy and timeliness of management reporting.


• Supplier performance and control of unnecessary expenditure.


• Compliance with company fleet and transport procedures.

Skills \& ExperienceEssential

• Previous experience within transport, fleet, logistics or a similar operational environment.


• Strong organisational and administrative skills.


• Ability to manage multiple priorities within a fast\-moving operation.


• Good attention to detail and a disciplined approach to record keeping.


• Confident communicating with drivers, operational managers, mechanics and external suppliers.


• Strong IT skills, including Microsoft Excel, Outlook and general fleet/administrative systems.


• Ability to identify issues, follow them through and ensure actions are completed.


• Commercial awareness and an understanding of the importance of controlling fleet costs.


• Ability to work both independently and as part of a wider operational team.

Desirable

• Previous experience coordinating a commercial vehicle fleet.


• Knowledge of vehicle maintenance, servicing, MOT and defect\-management processes.


• Experience working with vehicle hire and maintenance suppliers.


• Experience using telematics or fleet management systems.


• Understanding of driver and vehicle compliance requirements.


• Experience within traffic management, highways, utilities, construction or a similar operational sector.

Personal Attributes

The successful candidate will be:

• Highly organised and proactive.


• Comfortable working within a busy and changing operational environment.


• Persistent in following actions through to completion.


• Confident challenging suppliers or internal stakeholders when required.


• Detail\-focused and committed to maintaining accurate records.


• Commercially aware and conscious of cost.


• A strong communicator capable of building effective working relationships.


• Safety and compliance focused.


• Able to prioritise effectively when dealing with competing operational demands.

General Responsibilities

The duties outlined within this job description are not exhaustive. The

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