Fleet Officer at Matrix Energy Group

The job holder is responsible for all fleet operations processes, such as trip management, fuel administration, driver support, incident escalation, and shortage resolution, are executed effectively and efficiently. This role is critical to ensuring that trucks are efficiently managed, drivers are supported in real-time, and fleet operations run smoothly and in compliance with organizational standards.

RESPONSIBILITIES AND ACCOUNTABILITIES

• Open and manage trips for trucks and drivers using the ERP system, ensuring accurate trip details and timely scheduling.
• Ensure that planned trips and revenue targets are achieved in line with the approved operational budget.
• Manage and coordinate third-party truck hires to support operational needs and meet delivery timelines.
• Ensure prompt loading of trucks at loading points and drive compliance with company TAT benchmarks for both outbound and return trips.
• Raise and issue fuel coupons based on approved trip plans and monitor fuel usage against distance and delivery metrics.
• Raise trip allowances based on approved trip rate on ERP for account disbursement.
• Follow up with the Maintenance Team to ensure prompt repair of trucks, particularly those affecting trip schedules or causing downtime.
• Close trips on the ERP system upon delivery completion, ensuring all supporting documents are verified and submitted.
• Collaborate with relevant departments to resolve and collect shortages from or for drivers, ensuring proper documentation and reconciliation of discrepancies.
• Provide real-time assistance to drivers in cases of road challenges, mechanical issues, or delivery complications.
• Ensure proper documentation and record-keeping of all trips and fuel-related transactions.
• Ensure timely update of ERP systems with trip and driver details.
• Monitor all inbound and outbound truck movements using GPS & fleet management software.
• Maintain journey logs and generate reports on trip performance.
• Prepare daily, weekly and monthly reports to the supervisor on all tasks and ongoing trips.

Requirements

SKILLS AND QUALIFICATION REQUIREMENTS

• National Diploma (ND) degree in Computer Science, Logistics, or a related field.
• Minimum of 1-2 years’ experience in logistics, transportation operations or a related role.
• Knowledge of GPS tracking systems, route planning software, and fleet management tools is an added advantage.
• Ability to work safely and efficiently in a fast-paced environment.
• Good time management skills, communication and problem-solving skills.
• Ability to work as part of a team.
• Ability to work under pressure and manage multiple trips simultaneously.
• Knowledge of transportation laws, safety regulations, and related compliance requirements is an added advantage.
• Must have the ability to work with and maintain good relationships with colleagues at all levels, including truck drivers and mechanics.
• Basic knowledge of Microsoft Office tools (Word and Excel) will be an added advantage.