POSITION TITLE : BREAKDOWN & FLEET SUPPORT COORDINATOR (NIGHT SHIFT)

TIME: 7:30 PM to 4:30 AM

Position Overview

We are looking for a Breakdown & Fleet Support Coordinator to coordinate vehicle breakdowns, repairs, workshops, roadside assistance and maintenance-related activities across our fleet.

The successful candidate will act as a key communication point between drivers, allocation,

workshops, mechanics, roadside assistance providers, suppliers and management to ensure vehicle breakdowns are handled quickly and efficiently with minimum disruption to operations.

Key Responsibilities

Breakdown Management

- Receive and record vehicle breakdown notifications.
- Collect accurate information from drivers regarding the vehicle fault and location.
- Assess the urgency and operational impact of breakdowns.
- Coordinate roadside assistance, towing and repair support.
- Locate suitable repairers or authorised workshops based on the vehicle's location and issue.
- Track breakdowns from initial notification through to completion.
- Maintain accurate breakdown records and status updates.

Driver & Fleet Coordination

- Communicate with drivers regarding breakdown procedures and repair updates.
- Keep allocation and relevant departments informed about vehicle availability.
- Provide regular updates on estimated repair completion times.
- Coordinate replacement vehicles or alternative arrangements where required.
- Follow up with drivers after repairs to confirm the vehicle is operational.

Workshop Coordination

- Contact workshops and mechanics to arrange inspections and repairs.
- Request diagnosis, repair estimates and expected completion times.
- Arrange service and repair bookings.
- Follow up on vehicles that are awaiting parts or repairs.
- Monitor repair progress and escalate delays.
- Coordinate authorised dealer/workshop repairs where required.

Repair & Cost Management

- Obtain repair quotes where required.




- Compare repair costs and identify significant or unexpected expenses.
- Assist management with repair approval processes.
- Ensure purchase orders or approvals are obtained where required.
- Track repair costs and maintain accurate records.
- Identify recurring vehicle faults and report them to the Workshop/Fleet team.

Breakdown Records & Reporting

- Maintain a breakdown register for all fleet vehicles.
- Record vehicle number, driver, location, fault, repairer, diagnosis, repair cost and downtime.
- Monitor vehicle downtime and identify recurring breakdowns.
- Prepare weekly/monthly breakdown reports.
- Track outstanding repairs and follow up until closure.
- Maintain accurate documentation for completed repairs.

Fleet & Maintenance Support

- Assist with service bookings and scheduled maintenance.
- Monitor pending repairs and service requirements.
- Coordinate inspections, tyre repairs/replacements and refrigeration repairs where required.
- Assist with vehicle compliance and safety-related repair follow-ups.
- Coordinate with the Workshop team regarding vehicles requiring attention.
- Support fleet maintenance planning and operational decision-making.

Communication & Escalation

- Escalate major breakdowns, safety issues and extended vehicle downtime immediately.
- Maintain clear communication between drivers, allocation, workshop and management.
- Provide accurate and timely updates during critical breakdown situations.
- Ensure all breakdowns are properly closed and documented.

Key Skills & Experience





- Previous experience in fleet operations, transport, breakdown coordination, workshop
- administration or logistics is preferred.
- Experience working with heavy vehicles, trucks or trailers is highly desirable.
- Understanding of vehicle breakdown and repair processes.
- Strong communication and coordination skills.
- Good computer and data-entry skills.
- Good Excel/Google Sheets skills.
- Strong follow-up and organisational skills.
- Ability to work under pressure and manage urgent situations.
- Ability to prioritise multiple breakdowns and repair requests.
- Strong attention to detail.
- Positive problem-solving skills.

Desirable Experience

Experience with:

- Heavy vehicle fleets
- Truck and trailer breakdowns
- Roadside assistance
- Workshop management systems
- Fleet maintenance software
- Truck dealerships / authorised workshops
- Tyre management
- Refrigerated transport / trailer refrigeration
- Procurement and purchase orders
- Fleet maintenance reporting

Key Performance Indicators (KPIs)

- Breakdown response and coordination time
- Vehicle downtime
- Timely workshop bookings and follow-ups
- Accuracy of breakdown records
- Timely escalation of critical issues
- Repair progress tracking
- Cost control and quote management
- Reduction of unresolved/outstanding breakdowns
- Quality of communication with drivers, workshops and internal teams

Personal Attributes The ideal candidate will be:

- Highly organised
- Proactive and responsive
- Calm under pressure
- Strong in communication
- Good at negotiating and following up
- Detail-oriented
- A strong problem solver
- Comfortable handling urgent situations
- Able to coordinate multiple vehicles and repairers
- Customer-service focused
- Willing to take ownership of issues until they are resolved

Pay: ₹25,000.00 - ₹30,000.00 per month

Work Location: In person

📌 BREAKDOWN & FLEETSUPPORT COORDINATOR (Night Shift) (Surat)
🏢 Planet Education Navsari
📍 Surat