Fleet Coordinator & Secretary

Fleet Coordinator & Secretary About the Role We are a growing vehicle rental company that values reliability, attention to detail and initiative. The Fleet Coordinator & Secretary role combines office administration, financial record-keeping and customer interaction with hands-on responsibility for coordinating vehicle logistics and conducting basic maintenance. The role requires consistent availability, including at weekends and on short notice. The successful candidate will be adaptable, organised and practical, with the ability to maintain accurate records, keep the fleet in good order, and ensure customers receive attentive, professional service. Overview of Role

The successful candidate will

• Coordinate fleet availability, scheduling, and vehicle readiness, ensuring a safe, well-maintained fleet at all times.
• Manage vehicle pick-ups and drop-offs with consistency and occasionally on short notice.
• Perform routine maintenance (with respect to oil, tyres, fluids, batteries, etc.) pursuant to standard procedures, identifying and escalating maintenance issues promptly.
• Conduct diligent in-bound and out-bound vehicle checks, including ensuring interiors and exteriors of vehicles are clean and vehicles are fuelled.
• Liaise with mechanics and other service providers to ensure diligent and cost-effective vehicle maintenance.
• Maintain accurate office records, including invoices, payments, petty cash, and booking schedules.
• Monitor inventory in line with contingency procedures.
• Provide high-quality customer service via phone, email, and in person, handling enquiries and issues with professionalism and in a timely manner.
• Support management through efficient secretarial assistance, document preparation, and general office organisation.
• Uphold company standards in accuracy, professionalism, and customer care, contributing to a culture of service excellence.
• Adapt to business needs outside of standard operating hours, as required (including weekends).

Education, Experience, and Skills

• Minimum of bachelor’s degree; qualifications in business administration, management, or related fields preferred.
• Valid Cayman Islands driver’s licence and personal transportation.
• At least 5 years’ experience in a dedicated fleet coordination or vehicle logistics role, with demonstrable hands-on mechanical experience and strong administrative skills.
• General mechanical proficiency.
• Strong IT skills with proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Excellent communication skills in written and spoken English.
• Highly organised, with the ability to multitask, prioritise, and work under pressure.
• Demonstrates reliability, flexibility, and attention to detail.