Fleet Supervisor / Manager

Job title : Fleet Supervisor / Manager

Purpose

• The Fleet Supervisor/Manager is responsible for the effective management, deployment, utilization, maintenance coordination, and performance monitoring of the company's truck fleet.
• The role ensures that trucks and drivers are deployed efficiently, deliveries are executed within agreed timelines, fuel consumption is controlled, vehicle downtime is minimized, and company assets are protected.
• The successful candidate must demonstrate strong field-operational capability, commercial awareness, analytical thinking, and a results-driven approach to fleet management.
• The individual must be capable of independently identifying operational challenges, verifying field information, taking timely corrective action within delegated authority, and providing accurate, evidence-based reports to management.

Key Responsibilties
Fleet Deployment and Utilization:

• Coordinate daily truck deployment in line with approved transport orders, customer requirements, route plans, and operational priorities.
• Prepare and maintain daily fleet deployment schedules showing truck registration numbers, assigned drivers, destinations, cargo, dispatch times, and expected return or delivery dates.
• Ensure available trucks are deployed productively and minimize avoidable idle time.
• Monitor truck availability, operational status, and assignment changes throughout the deployment cycle.
• Coordinate with Fleet Supervisors, Operations, Tracking, and other relevant teams to ensure timely dispatch and delivery.
• Maintain an updated fleet status register covering trucks that are operational, under maintenance, awaiting parts, grounded, or otherwise unavailable.
• Identify capacity gaps and recommend appropriate deployment adjustments to prevent service disruption.

Driver Management and Supervision:

• Supervise assigned drivers and ensure adherence to approved routes, dispatch instructions, delivery schedules, and company procedures.
• Ensure drivers possess valid licences and all required employment, medical, safety, and operational documentation.
• Monitor driver attendance, availability, conduct, productivity, and compliance with company policies.
• Ensure drivers conduct pre-trip and post-trip inspections and promptly report vehicle defects, accidents, cargo discrepancies, and other incidents.
• Investigate driver-related operational complaints and recommend appropriate corrective or disciplinary action through established procedures.
• Coordinate replacement drivers and standby arrangements where required.
• Promote safe driving, professional conduct, accountability, and responsible use of company assets.

Fuel Management and Consumption Control:

• Coordinate approved fuel allocations for assigned trucks based on verified routes, distance, vehicle requirements, and established consumption benchmarks.
• Maintain accurate records of fuel issued, fuel consumed, kilometres travelled, trip details, and any approved additional fuel allocations.
• Compare actual fuel consumption against approved benchmarks and investigate significant variances.
• Identify and report suspected fuel misuse, unauthorized refuelling, diversion, falsified mileage, or unexplained fuel consumption.
• Monitor driver requests for additional fuel and verify the operational circumstances before recommending approval.
• Work with Operations, Tracking, and Finance to reconcile fuel records against trip and mileage data.
• Recommend measures to improve fuel efficiency without compromising road safety, vehicle reliability, or delivery commitments.

Vehicle Maintenance and Fleet Availability:

• Coordinate preventive maintenance schedules, routine servicing, inspections, and corrective repairs in collaboration with the Workshop Manager.
• Ensure vehicle defects are reported, documented, assessed, and addressed promptly.
• Monitor truck downtime and follow up on repair progress to minimize avoidable operational losses.
• Maintain records of servicing, repairs, replacement parts, maintenance costs, and vehicle history.
• Ensure no truck is deployed when it is unsafe or unfit for service.
• Coordinate vehicle release after repairs, subject to the required technical inspection and authorization.
• Analyse recurring mechanical faults and recommend preventive interventions.
• Monitor the availability and condition of tyres, batteries, rims, and other critical vehicle components in collaboration with the workshop and relevant control teams.

Trip Monitoring and Delivery Performance:

• Monitor the progress of dispatched trucks from departure to delivery and return, where applicable.
• Work closely with the Tracking Team to verify truck locations, route adherence, stoppages, delays, and deviations.
• Ensure that operational incidents are reported promptly with supporting evidence and recommended actions.
• Investigate unexplained stoppages, unauthorized diversions, delayed deliveries, cargo discrepancies, and abnormal trip durations.
• Track delivery performance against agreed customer timelines and service-level requirements.
• Coordinate the resolution of operational bottlenecks that may affect delivery commitments.
• Maintain reliable trip records, including dispatch time, arrival time, delivery confirmation, mileage, and trip closure status.

Asset Protection and Loss Prevention:

• Protect company trucks, tyres, batteries, tools, accessories, and other assigned assets against theft, misuse, negligence, and unauthorized removal.
• Ensure vehicle handover and inspection procedures are properly documented.
• Investigate reported cases of missing components, vandalism, damage, and suspected asset misuse in collaboration with the appropriate departments.
• Maintain an incident and loss register and ensure all reported cases are supported by relevant documentation.
• Recommend preventive controls to reduce recurring losses and improve driver accountability.
• Ensure operational losses and potential financial exposure are escalated promptly to the Head of Operations and management.
• Collaborate with HR, Security, Tracking, and the Workshop Team on investigations and corrective actions.

Field Supervision and Operational Verification:

• Conduct regular field visits to truck parks, loading and offloading locations, workshops, customer sites, and other operational locations as required.
• Verify the actual status of trucks, drivers, loading activities, breakdowns, and other reported operational events.
• Obtain first-hand information rather than relying exclusively on telephone updates or reports from other personnel.
• Maintain direct engagement with drivers and field teams to identify operational challenges and resolve issues promptly.
• Provide photographic, documentary, or system-based evidence where appropriate to support operational reports.
• Identify gaps between reported activities and actual field conditions and escalate material discrepancies.
• Demonstrate a proactive approach to resolving operational problems rather than waiting for management intervention on routine matters.

Reporting, Data Management and Accountability:

• Submit accurate daily fleet deployment and performance reports within stipulated timelines.
• Maintain updated registers for truck deployment, fuel consumption, maintenance, downtime, driver allocation, incidents, and trip completion.
• Review reports submitted by subordinate personnel and verify the accuracy of material information.
• Provide weekly fleet performance summaries highlighting achievements, operational challenges, recurring issues, and outstanding actions.
• Prepare monthly fleet performance reports covering utilization, delivery performance, fuel efficiency, maintenance expenditure, downtime, and asset losses.
• Ensure all operational records are complete, traceable, and available for management review or audit.
• Escalate critical incidents immediately rather than waiting for the scheduled reporting period.

Safety, Compliance and Operational Discipline:

• Ensure compliance with company safety policies, applicable transport requirements, and customer-specific operating procedures.
• Collaborate with the Safety Manager to enforce vehicle roadworthiness, driver fitness, fatigue management, defensive driving, and incident-reporting requirements.
• Ensure drivers do not operate vehicles under the influence of alcohol or drugs or in breach of established safety requirements.
• Ensure relevant vehicle documents, driver licences, insurance, and other required permits remain valid.
• Report accidents, near misses, cargo damage, and other safety incidents promptly.
• Support incident investigations and ensure agreed corrective actions are implemented.
• Prevent unauthorized truck deployment and ensure required operational approvals are obtained before dispatch.

Team Coordination and Continuous Improvement:

• Coordinate effectively with the Head of Operations, other Fleet Managers/Supervisors, Tracking Team, Workshop Manager, Safety Manager, HR, Finance, and relevant customer representatives.
• Participate in operational review meetings and provide evidence-based updates on fleet performance.
• Identify recurring operational inefficiencies and propose practical improvement measures.
• Support the implementation of standard operating procedures, reporting templates, and fleet control systems.
• Provide guidance to subordinate personnel and promote a culture of discipline, teamwork, ownership, and measurable performance.
• Perform other relevant duties assigned by the Head of Operations or Management within the scope of the role.

Key Performance Indicators (KPIs)
The successful candidate will be assessed against agreed targets in the following areas:

• Fleet Utilization: Percentage of available trucks productively deployed.
• Fleet Availability: Percentage of the assigned fleet available for service.
• On-Time Delivery: Percentage of trips completed within agreed timelines.
• Fuel Efficiency: Actual fuel consumption against approved route and vehicle benchmarks.
• Vehicle Downtime: Frequency and duration of avoidable truck downtime.
• Maintenance Compliance: Completion of scheduled servicing and inspections.
• Trip Closure: Percentage of completed trips supported by complete delivery and trip documentation.
• Asset Protection: Number and value of preventable asset losses, unexplained shortages, and unresolved incidents.
• Driver Compliance: Compliance with route instructions, safety requirements, documentation, and operational procedures.
• Reporting Compliance: Accuracy and timeliness of daily, weekly, and monthly reports.
• Incident Escalatio n: Timeliness of reporting and resolving operational exceptions.
• Cost Control: Demonstrable improvement in avoidable operating costs without compromising safety or service quality.
• Specific KPI targets should be agreed with the Head of Operations based on fleet size, customer requirements, routes, operating conditions, and the company's approved performance benchmarks.

Qualifications and Experience

• Minimum of an HND or Bachelor's Degree in Transport Management, Logistics and Supply Chain Management, Business Administration, Mechanical Engineering, or a related discipline.
• Minimum of 5 years' relevant experience in fleet, transport, haulage, or logistics operations, with at least 2 years in a supervisory or managerial capacity.
• Demonstrable experience managing heavy-duty trucks and coordinating commercial transport operations.
• Practical knowledge of fleet deployment, fuel control, vehicle maintenance coordination, trip monitoring, and driver management.
• Experience working with GPS tracking platforms, fleet management systems, and operational reporting tools.
• Strong proficiency in Microsoft Excel and other relevant reporting applications.
• Knowledge of road safety requirements, vehicle documentation, and transport operational controls.

Required Competencies and Personal Attributes:
The ideal candidate must demonstrate:

• Field Orientation: Willingness to spend substantial working time in operational locations rather than relying solely on office-based supervision.
• Ownership and Accountability: Takes responsibility for assigned trucks, drivers, operational results, and outstanding issues.
• Results Orientation: Demonstrates urgency and determination in achieving agreed fleet performance targets.
• Analytical Ability: Can interpret deployment, fuel, maintenance, and trip data to identify anomalies and recommend corrective action.
• Communication and Reporting: Provides timely, accurate, concise, and evidence-based information to management.
• Problem-Solving: Investigates root causes and implements practical solutions within delegated authority.
• Integrity: Maintains accurate records and refuses to conceal operational discrepancies.
• Leadership: Directs drivers and operational personnel firmly, fairly, and professionally.
• Coordination: Works effectively across Operations, Tracking, Workshop, Safety, HR, and Finance.
• Adaptability: Can manage competing priorities, urgent breakdowns, delivery delays, and changing operational demands.

Working Conditions:

• Based in Port Harcourt, Rivers State, with regular field engagement at operational locations.
• Requires frequent interaction with drivers, workshops, truck parks, loading points, and customer locations.
• May require extended working hours, weekend duties (Saturday specifically), and availability for urgent operational incidents.
• Requires the use of company-approved reporting tools and communication channels to maintain operational visibility.

Reporting and Accountability:

• The Fleet Supervisor/Manager reports directly to the Head of Operations and is accountable for the performance, availability, utilization, and operational control of the assigned fleet.
• The role holder is expected to provide timely, verified information, proactively resolve routine operational issues, escalate material risks, and ensure that management has reliable visibility of fleet activities and performance.