Fleet Maintenance Co-ordinator

The Fleet Maintenance Co-ordinator is a pivotal role within SAP Landscapes, responsible for the management of the company’s fleet, machinery and related administrative tasks. This position supports the Fleet Manager in overseeing 200+ work vehicles, their trailers and over 1,000 associated items of machinery and productive assets.

By managing processes efficiently, the Fleet Maintenance Co-ordinator will enhance operational standards, cost control and compliance with legal and company policies while driving the company’s sustainability and productivity goals.

Location: Maynooth, Co. Kildare

Position: Fleet Maintenance Co-ordinator

Contract: Full Time/Permanent

This job description outlines some of the duties and responsibilities that are associated with your role but it is by no means an exhaustive list and may be amended as the management of the company directs.

Key Responsibilities include but not limited to:

• Assist workshop manager with ordering and tracking of parts.
• Management and monitoring of vehicle fuel consumption, identifying fuelling discrepancies and management of distributing fuel costs to departments.
• Management of staff private mileage allowances.
• Maintain and update fleet records and documentation, according to current asset management practices.
• Act as the primary point of contact for vehicle taxation, CVRT bookings and servicing schedules.
• Coordinate with leasing companies and team leaders to ensure timely servicing and full statutory compliance.
• Oversee the distribution, usage and cost allocation of toll tags and fuel cards.
• Maintain detailed records to support audits, reconciliation and business analysis.
• Coordinate the installation and management of GPS tracking devices.
• Ensure GPS data is accurate, current and accessible for operational decision-making.
• Ensure compliance with tachograph regulations and oversee training for relevant staff.
• Check, approve and process creditor invoices and forward to relevant departments for final approval if required.
• Monitor and track key fleet assets weekly, identifying and addressing discrepancies as needed.
• Develop and distribute stakeholder reports featuring meaningful KPIs to communicate fleet performance effectively.

Training & Development:

At SAP Landscapes, our people are at the heart of everything we do. We are committed to helping our teams grow through continuous training and development opportunities with a strong focus on promoting from within.

SAP Landscapes is an equal opportunity employer.

Requirements:

Essential Skills:

• Strong organisational and multitasking abilities.
• Effective communication and interpersonal skills for collaborating with teams and external partners.
• Attention to detail and an analytical approach to cost allocation and record-keeping.
• Proficiency in Microsoft Office tools (Word, Excel) – intermediate or expert level.

Desirable Skills:

• Experience in fleet management or similar administrative roles.
• Familiarity with GPS tracking systems and vehicle compliance standards.
• Knowledge of tachograph usage and legal compliance.
• LEAN management skills and expertise in Root Cause Analysis.

Package:

Salary: €30 – €32K (DOE)

• Full Time/Permanent
• Working Hours: 40 p/week
• Annual Bonus (T&C’s Apply)
• Laptop / Mobile Phone
• Company pension (T&C’s Apply)
• EAP Programme (Employee Assistance Programme)
• Bike to work scheme (T&C’s Apply)
• Christmas Savings Club
• Company events
• On-site free parking