Driver and Fuel Operations Coordinator

Role Summary

The **Driver and Fuel Operations Coordinator** is responsible for overseeing all aspects of driver management and fuel logistics for the company’s fleet. This role ensures that trips are executed smoothly by managing the drivers, monitoring fuel consumption, and handling regulatory compliance (RTO clearances, permits, etc.). The coordinator plays a critical role in recruiting and training drivers, scheduling them for trips, and ensuring backup drivers are available. They also track trip expenses such as fuel and tolls, keeping records and optimizing costs. By working in an evening shift, the coordinator can address issues arising in late operations and ensure 24/7 coverage for fleet activities. This position is pivotal for safe, efficient, and cost-effective fleet operations in the company’s transportation services wing.

Key Responsibilities
- **Driver Oversight and Scheduling**: Manage the company’s pool of drivers, including scheduling them for trips and maintaining a roster of **backup drivers** to step in as needed. Ensure that each vehicle dispatch has an assigned driver and an alternate driver on standby for emergencies or driver fatigue management. Plan driver shifts in compliance with work hour regulations and rest requirements.
- **Recruitment and Training**: Coordinate the hiring process for new drivers - from posting vacancies and conducting background checks to onboarding. Verify commercial driving licenses, check references, and ensure each hired driver meets the company’s safety standards. Organize periodic training for drivers on safe driving practices, company protocols, and customer service expectations (especially since drivers represent the company on the field). Conduct refresher trainings or briefings whenever new policies are introduced.
- **Fuel Management**: Monitor fuel levels and consumption for all trips. Use fuel cards, logs, or telematics systems to track how much fuel is purchased and consumed by each vehicle. Analyze fuel efficiency data and generate reports to identify any irregularities (such as excessive fuel usage that may indicate pilferage or inefficiency). Coordinate with fuel stations or fuel card providers to ensure availability of diesel at strategic locations for long routes, and negotiate fuel rates if possible to control costs.
- **Trip Expense Tracking**: Keep a record of all trip-related expenses such as fuel, tolls, maintenance en route, and driver allowances. Before trips, issue **prepaid cards or cash advances** to drivers for expected expenses when necessary and settle these accounts after trip completion by collecting receipts and balancing against advances. Verify toll receipts and fuel bills against logged data to ensure no misuse of funds.
- **Regulatory Compliance (RTO Clearances)**: Ensure all vehicles have up-to-date permits, vehicle registrations, insurance, and any required RTO (Regional Transport Office) clearances for interstate travel. Before dispatch, confirm that the vehicle’s paperwork (like national permits, emission certificates) is in order for the planned route. Handle periodic vehicle inspections and compliance filings with RTO. If a vehicle is stopped or fined during a trip, assist in resolving the issue by liaising with RTO officials or providing necessary documents.
- **Driver Conduct and Performance**: Monitor driver behavior and address any misconduct or performance issues. This includes tracking instances of traffic violations, accidents, or client complaints involving drivers. Investigate any incidents and counsel or discipline drivers as per company policy (for example, issue warnings for repeated overspeeding or unsafe driving). Conversely, also acknowledge and reward good performance, like timely deliveries and fuel-efficient driving.
- **Communication and Support**: Act as the primary point of contact for drivers during the 4 pm-1 am shift (and handover information for the next shift). Remain available via phone or radio to resolve any on-road problems drivers face - such as route changes due to closures, breakdown coordination, or emergency assistance. Guide drivers to alternative routes if needed and coordinate with roadside assistance or the operations team if a vehicle breakdown or accident occurs at night.
- **Resource Provisioning**: Issue and manage company assets provided to drivers. For example, distribute **SIM cards or communication devices** to drivers to ensure they are reachable, and manage a system for topping up prepaid SIMs if required. Similarly, ensure drivers have all necessary tools and documents before a trip (first-aid kit, emergency contact list, delivery paperwork, etc.).
- **Fuel and Expense Optimization**: Continuously look for ways to optimize driver-related costs. Suggest and implement strategies such as fuel partnerships with specific petrol pumps for better rates, or implementing technology like GPS route optimization to reduce fuel consumption. Keep an eye on fuel market trends and