Inventory & Fleet Coordinator

Job Title: Inventory & Fleet Coordinator
Department: Operations

Overview

Cooling Pros Ltd. is seeking an experienced and highly organized Inventory & Fleet Coordinator responsible for overseeing company inventory systems, vehicle fleet operations, and logistics processes, including import clearance and shipment handling. This role ensures accuracy, compliance, efficiency, and cost-effectiveness across supply chain and fleet operations while providing critical support to day-to-day business activities.

The functions of this role include, but are not limited to, the following duties and responsibilities:

Duties & Responsibilities

Inventory Management

- Oversee inventory control processes to maintain accurate stock levels and ensure timely replenishment.

- Monitor, record, and reconcile inventory transactions to minimize discrepancies.

- Conduct regular cycle counts and audits to ensure data accuracy and regulatory compliance.

- Coordinate with procurement, logistics, and warehouse teams to align stock with business needs.

- Implement and maintain inventory tracking systems to improve efficiency and transparency.

- Manage parts, tools, and consumables stock levels, ensuring adequate supply without overstocking.

- Identify and implement cost-saving opportunities in procurement and warehousing.

- Prepare regular reports on stock levels, turnover, variances, and consumption for management review.

Fleet Management

- Oversee company vehicles by scheduling routine maintenance, repairs, and inspections.

- Maintain vehicle documentation, including registration, licensing, insurance, and inspection records.

- Track and report vehicle usage, mileage, downtime, fuel consumption, and overall operating costs.

- Manage vehicle availability to meet operational requirements.

- Conduct vehicle audits and damage assessments; coordinate billing and recovery for damages.

- Monitor fleet-related parts, tools, and supplies, ensuring timely ordering and accurate records.

- Ensure compliance with safety, environmental, and regulatory requirements.

Logistics & Import Coordination

- Handle clearance of imports and shipments with freight forwarders, Customs & Border Control, and the Port Authority.

- Prepare and submit required shipping and customs documentation.

- Facilitate duty and tax payments and other port or clearance-related fees.

- Coordinate trucking deliveries, self-pickup arrangements, or fleet dispatch for collected goods.

- Reconcile shipments against invoices and purchase orders, updating the inventory system accordingly.

- Track shipment status to minimize delays and resolve logistical issues promptly.

Cross-Functional & Administrative Responsibilities

- Collaborate with finance, operations, and project teams to align inventory and fleet needs with business objectives.

- Liaise with vendors, suppliers, and service prov