Coach Administrator / Fleet Operations Coordinator

Job Title: Coach Administrator / Fleet Operations Coordinator

Department: Fleet \& Transport Operations

Reports To: Coach Manager

Job Purpose

The Coach Administrator manages the daily operational, administrative, and compliance workflows supporting our tour coach fleet and driver team. Reporting directly to the Coach Manager, you will handle vehicle scheduling, trip logs, driver rosters, and maintenance records to ensure safe, punctual, and efficient passenger transport.

Key Responsibilities

• Fleet \& Driver Scheduling: Assist the Coach Manager in assigning tour coaches and drivers to daily itineraries, charter transfers, and long-distance tours based on driver duty-hour regulations and vehicle capacity.
• Operational Logs \& Tracking: Maintain accurate daily logs of coach movements, mileage, fuel consumption, and GPS tracking records; flag route delays or vehicle breakdowns to the Coach Manager immediately.
• Compliance \& Documentation: Maintain up-to-date administrative records for vehicle permits, road transport licensing, insurance renewals, and driver qualifications (e.g., PSV licenses, medical checks).
• Maintenance Coordination: Schedule routine vehicle inspections, servicing, and cleanings as directed by the Coach Manager; track repair logs and coordinate with external workshops.
• Driver Administrative Support: Collect and verify driver duty sheets, trip allowances, and fuel receipts; report discrepancies to the Coach Manager prior to payroll and expense processing.
• Incident \& Emergency Escalation: Act as the first point of contact for drivers on the road experiencing minor logistical issues, escalating breakdowns or accidents to the Coach Manager in line with safety protocols.

Qualifications \& Requirements

• Experience: Minimum 2 years of administrative, operational, or logistical support experience within a tour agency, bus fleet, transport company, or logistics operations environment.
• Industry \& Technical Knowledge: Basic familiarity with fleet management systems, GPS tracking software, MS Excel/Google Sheets, and local road transport regulations governing passenger vehicles.
• Communication: Clear, direct verbal and written communication skills to liaise effectively with tour drivers, fleet mechanics, and internal tour operations teams.
• Organization: High attention to detail in handling vehicle documentation, shift rosters, and compliance deadlines.
• Problem-Solving: Resilient and calm under pressure, with the ability to adjust schedules quickly when handling sudden route changes or vehicle downtime.

Pay: RM2,200.00 - RM2,800.00 per month

Work Location: In person