Inventory and Fleet Coordinator

Job Title: Inventory & Fleet Coordinator Department: Operations Working Hours: 45 hours per week Salary: CI$14.00–CI$19.00 per hour, commensurate with qualifications and experience Benefits: Statutory medical insurance, pension, and vacation entitlements.

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 providers to ensure reliability, cost efficiency and quality.

Requirements

• Minimum 5 years' relevant experience in inventory management, logistics, fleet coordination, or a related field.
• High school diploma required; relevant bachelor's degree preferred.
• Full, clean driver's licence required.
• Strong organizational, communication, and problem-solving skills.
• Proficiency in Microsoft Office; knowledge of customs clearance and inventory/fleet management software preferred.
• High level of integrity and attention to detail.