Job Description

Access Covers Australia
n Tullamarine, VIC
n Full-Time Position
n Monday to Friday | Operational Hours 7:00 am – 5:00 pm

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About the Role

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Access Covers Australia is seeking an experienced, organised and proactive Fleet Coordinator to take ownership of the day-to-day coordination and administration of our company fleet.

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This is a hands-on operational role responsible for ensuring ACA's vehicles and fleet assets are safe, compliant, maintained, available and effectively coordinated to support business operations.

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Working closely with Operations, Logistics, HSEQ, Management and external service providers, you will coordinate servicing and repairs, registrations, inspections, vehicle allocation, breakdowns, compliance documentation, supplier relationships and fleet records.

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We are looking for someone who takes ownership, stays ahead of deadlines and proactively resolves issues. This is not simply a fleet administration position — you will play an important role in ensuring our fleet remains operational and ready when the business needs it.

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Key Responsibilities

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Fleet Coordination & Operations:

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Coordinate the day-to-day operation and administration of ACA's company fleet.

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Maintain an accurate and up-to-date fleet register covering vehicles, trucks and other applicable fleet assets.

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Maintain visibility over vehicle locations, allocations, availability and operational status.

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Coordinate vehicle allocation with relevant Managers and operational teams.

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Coordinate vehicle handovers and returns, including condition checks and relevant documentation.

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Ensure vehicles are appropriately prepared and available to meet operational requirements.

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Proactively identify upcoming fleet requirements and potential availability issues.

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Minimise vehicle downtime through effective planning, communication and follow-up.

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Coordinate replacement vehicles or alternative transport arrangements where required and authorised.

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Support onboarding and offboarding requirements relating to company vehicles, keys, fuel cards, toll accounts and associated fleet assets.

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Servicing, Maintenance & Repairs:

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Coordinate scheduled servicing, preventative maintenance, repairs and inspections across the fleet.

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Monitor kilometres, service intervals and manufacturer maintenance requirements.

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Schedule vehicles with mechanics, dealerships, tyre providers and other approved service providers.

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Coordinate repairs following vehicle faults, defects or breakdowns.

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Follow up service providers to ensure repairs and servicing are completed within required timeframes.

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Obtain quotations for servicing, repairs, tyres and other fleet-related expenditure where required.

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Review maintenance recommendations and elevate significant or unexpected expenditure for approval.

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Maintain accurate servicing, repair, maintenance and warranty records.

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Identify recurring vehicle issues, excessive downtime or maintenance concerns and elevate these appropriately.

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Coordinate warranty repairs and claims where applicable.

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Vehicle Compliance & Safety:

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Support the maintenance of a safe, roadworthy and compliant fleet.

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Monitor vehicle registrations, inspections and other applicable scheduled compliance requirements.

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Coordinate registration renewals and ensure relevant records remain current.

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Monitor and follow up vehicle pre-start checks and reported defects.

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Ensure defects are accurately recorded, communicated and appropriately addressed.

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Promptly elevate significant safety concerns or potentially unroadworthy vehicles.

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Support appropriate processes to ensure vehicles identified as unsafe are not returned to operation until appropriately assessed or rectified.

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Maintain accurate vehicle compliance and inspection records.

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Assist with fleet-related incident, accident and corrective action requirements.

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Work collaboratively with HSEQ and Management regarding vehicle safety, hazards,



incidents and compliance matters.

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Breakdowns, Incidents & Insurance:

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Coordinate an appropriate response to vehicle breakdowns and urgent fleet issues.

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Liaise with drivers, Managers, roadside assistance providers, repairers and other relevant parties.

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Assist with vehicle accident and incident administration.

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Coordinate insurance documentation and claims information as required.

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Maintain accurate records of vehicle incidents, damage, repairs and insurance matters.

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Follow up outstanding repairs and claims to support timely vehicle return to service.

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Elevate significant incidents, damage, costs or operational impacts to Management.

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Fuel, Toll & Fleet Administration:

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Coordinate fuel cards and associated fleet accounts.

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Maintain appropriate records of fuel cards issued to vehicles or employees.

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Coordinate toll accounts and vehicle information.

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Investigate and elevate discrepancies or unusual fleet-related expenditure where identified.

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Maintain accurate fleet documentation, electronic records and supporting information.

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Ensure fleet records are appropriately organised, current and readily accessible.

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Process and coordinate fleet-related administrative requirements in a timely manner.

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Build and maintain effective working relationships with mechanics, dealerships, tyre providers, repairers and other fleet service providers.

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Coordinate supplier bookings and service requirements.

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Obtain and compare quotations where required.

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Monitor supplier responsiveness, service quality, costs and turnaround times.

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Follow up suppliers regarding outstanding repairs, parts or service requirements.

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Review supplier invoices against authorised and completed works and elevate discrepancies where identified.

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Maintain appropriate records of approved fleet suppliers and service providers.

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Assist Management with reviewing fleet suppliers and identifying opportunities for improved service, cost or efficiency.

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Fleet Costs & Reporting:

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Maintain visibility over servicing, repairs, tyres, fuel, tolls and other fleet-related expenditure.

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Assist with monitoring fleet operating costs and identifying unusual or recurring expenditure.

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Maintain accurate records to support fleet cost analysis and budgeting.

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Provide Management with regular updates regarding fleet status, upcoming requirements and significant issues.

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Assist with reporting on maintenance costs, vehicle downtime, incidents and other relevant fleet information.

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Identify opportunities to improve fleet efficiency, reliability and cost management.

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Assist Management with fleet replacement planning and vehicle procurement activities.

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Monitor vehicle age, kilometres, condition, maintenance history and operational suitability to assist with replacement decisions.

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Identify opportunities to improve fleet systems, processes and controls.

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Support the development and implementation of fleet procedures, registers and documentation.

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Proactively identify recurring issues and recommend practical improvements.

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Contribute to the ongoing development of a structured and effective fleet management function.

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HSEQ & Integrated Management System Responsibilities:

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The Fleet Coordinator will:

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Comply with ACA's Occupational Health & Safety, Environmental, Quality and Integrated Management System requirements.

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Take reasonable care for their own health and safety and that of others who may be affected by their actions.

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Follow applicable company policies, procedures and safe work requirements.

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Report hazards, incidents, near misses and unsafe conditions in accordance with ACA procedures.

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Support vehicle inspection and pre-start processes.

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Ensure fleet-related documentation and records are maintained in accordance with applicable ACA requirements.

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Participate in relevant training, consultation, audits and continuous improvement activities.

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Support corrective actions relating to fleet safety and compliance.

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Work collaboratively with HSEQ and Management to support ACA's safety, quality and environmental objectives.

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About You:

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We are looking for someone who is highly organised, dependable, proactive and comfortable taking ownership of a busy operational function.

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The successful candidate will ideally have:

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Previous experience in fleet coordination, fleet administration, transport, logistics, automotive administration, operations coordination or a similar role.

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Strong organisational and time-management skills.

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Excellent attention to detail and record-keeping ability.

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Ability to manage multiple vehicles, bookings, deadlines and competing operational priorities.

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Strong follow-up skills and a demonstrated ability to close out outstanding actions.

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Confidence communicating with drivers, Managers, mechanics, suppliers and service providers.

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Strong problem-solving skills and the ability to respond calmly to breakdowns and unexpected operational issues.

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Sound commercial awareness when reviewing quotations, repairs and supplier costs.

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Strong computer skills, including Microsoft Office and Excel.

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Ability to maintain accurate electronic records, registers and documentation.

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Ability to work independently while collaborating effectively with the wider business.

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A proactive approach and willingness to take responsibility for outcomes.

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Full Australian working rights.

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Experience within manufacturing, civil construction, transport, logistics, automotive or another fleet-intensive operational workplace will be highly regarded.

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What We're Looking For:

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This role requires someone who doesn't simply record fleet information — we need someone who actively manages it.

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You will be someone who:

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stays ahead of servicing, registration and inspection deadlines

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follows up outstanding actions rather than waiting for others

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keeps accurate and organised records

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notices when something doesn't look right and investigates it

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communicates issues early

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understands the operational impact of vehicle downtime

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can quickly reprioritise when circumstances change

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takes safety and compliance seriously

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builds effective relationships with internal stakeholders and external suppliers

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takes pride in keeping a busy fleet organised, compliant and operational

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Hours of Work:

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This is a full-time position based at our Tullamarine facility, with the operational span of the role being Monday to Friday, 7:00 am to 5:00 pm.

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Ordinary hours, meal breaks and any additional hours will be managed in accordance with the applicable employment arrangements and business requirements.

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Due to the operational nature of the position, some flexibility may be required to respond to vehicle breakdowns, servicing requirements, urgent fleet matters and changing operational priorities.

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Why Join Access Covers Australia?

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Access Covers Australia is an established Australian manufacturer and supplier servicing the civil infrastructure sector.

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This position provides an opportunity to take ownership of an important operational function and work closely with multiple areas of the business.

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You will have the opportunity to strengthen ACA's fleet systems and processes, improve fleet visibility and coordination, and directly contribute to the reliability and efficiency of our operations.

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For the right person, this is an opportunity to make the fleet function their own and have a genuine impact across the business.

📌 Fleet Coordinator (Victoria)
🏢 Access Covers Australia
📍 Victoria