Senior Fleet Operations Associate

Department:
Fleet

Location:
Nairobi

Description
To manage and oversee all vehicle movement requests across branches through a centralized digital dispatch system, ensuring real-time tracking, GPS compliance, and operational accountability from initiation to completion. The role focuses on efficient driver coordination, adherence to dispatch protocols, and accurate documentation of all fleet activities.

Key Responsibilities
Specifically, the Senior Fleet Operations Associate at Peach can expect to undertake the below listed tasks and activities:
2. GPS Tracking & Compliance
3. Trip Monitoring & Documentation
4. Compliance & Reporting
5. Fuel & Data Management
6. Coordination & Process Improvement

• Vehicle Movement Coordination
• Review and validate all vehicle movement requests submitted via the HQ portal, ensuring mandatory details (vehicle registration, pick-up/drop-off point, reason for movement, and contact person) are complete.
• Approve or decline requests based on operational priorities and vehicle availability.
• Assign drivers promptly and issue clear dispatch instructions including routes, destinations, and contact persons.
• Track the status of all vehicle movements in real time on the Live Dashboard (Pending, Assigned, In Transit, Completed).
• Coordinate with branch teams to confirm vehicle handovers and ensure delivery acknowledgments are logged.
• Monitor vehicle locations and movements through the GPS tracking system to ensure route adherence and operational transparency.
• Investigate route deviations, idling, or prolonged stops and report irregularities to management.
• Maintain daily GPS compliance reports for all active vehicles.
• Collaborate with drivers and supervisors to address any tracking issues or device malfunctions.
• Ensure all assigned vehicles are GPS-enabled and properly linked to the central tracking dashboard.
• Monitor all active trips to ensure timely and safe completion.
• Maintain proper digital records for each movement, including supporting documents such as Car Release Waivers, KD Plate records, Fuel Logs, and Delivery Notes.
• Ensure drivers check in and out at each stage, with time-stamped updates.
• Record and escalate any issues, damages, or irregularities observed during vehicle movement
• Ensure all vehicle movements follow approved company dispatch and documentation procedures.
• Update fleet records daily to maintain accurate and traceable data. Generate daily and weekly movement summaries showing total dispatches, driver utilization, GPS compliance, and completion rates.
• Highlight delays, exceptions, or operational gaps for management attention.
• Follow up on accidents and incident reports to ensure proper documentation and closure.
• Record and reconcile fuel usage per trip based on approved mileage and GPS data.
• Identify and flag any discrepancies or misuse for review.
• Support in compiling fuel consumption data and dispatch performance metrics.
• Liaise with Fleet, Sales, and Inspection teams to ensure smooth vehicle flow between departments.
• Recommend improvements to dispatch procedures, including automation features such as notifications and digital uploads.
• Support efforts to digitize fleet operations for better visibility and reduced manual tracking.

Skills, Knowledge And Expertise

• Diploma or Bachelor's degree in Logistics, Fleet Management, Transport Operations, or a related field.
• Minimum 2 years of experience in fleet dispatch, logistics coordination, or transport operations.
• Experience working with GPS tracking systems or fleet monitoring software is required.
• Proficiency in Excel, Google Sheets, or other data management tools.
• Excellent organizational, multitasking, and communication skills.
• High integrity and strong attention to detail.