Fleet management officer

Role & responsibilities

1. Vehicle & Fleet Operations

• Manage day-to-day operations of company-owned and hired vehicles.
• Ensure maximum vehicle availability and minimize breakdown and idle time.
• Plan vehicle deployment according to operational and customer requirements.
• Monitor vehicle movements, utilization, trip status, and turnaround time.
• Coordinate with operations and warehouse teams for timely placement of vehicles.
• Maintain records of vehicle-wise trips, running kilometers, and utilization.

2. Vehicle Maintenance

• Prepare and monitor preventive maintenance schedules for all vehicles.
• Coordinate servicing, repairs, breakdown maintenance, tyre replacement, battery replacement, and other vehicle-related work.
• Follow up with workshops and vendors to ensure timely completion of repairs.
• Verify repair requirements before approving or recommending major maintenance expenses.
• Maintain vehicle-wise maintenance history and cost records.
• Monitor recurring breakdowns and identify corrective actions to reduce maintenance costs.

3. Fuel Management

• Monitor vehicle-wise fuel consumption and mileage.
• Maintain fuel filling and consumption records.
• Identify abnormal fuel consumption or mileage variations.
• Prepare periodic fuel efficiency reports.
• Take corrective action in coordination with drivers and the operations team in case of significant variations.

4. Driver Management

• Coordinate duty allocation and deployment of drivers.
• Monitor driver attendance, availability, performance, and discipline.
• Ensure drivers have valid driving licences and required documents.
• Educate drivers regarding safe driving, vehicle care, fuel efficiency, and company procedures.
• Monitor driver-related incidents, violations, damages, and customer complaints.

5. Vehicle Documentation & Compliance

• Ensure timely renewal and availability of:

• Registration Certificate (RC)

• Vehicle Insurance

• Fitness Certificate

• PUC Certificate

• Road Tax

• Permit

• FASTag

• Driver licences and other statutory documents

• Maintain proper documentation and trackers for expiry dates.

• Ensure vehicles comply with applicable statutory and safety requirements.

6. Breakdown & Accident Management

• Coordinate immediate support in case of vehicle breakdown.
• Arrange towing, repairs, or replacement vehicles wherever required.
• Coordinate accident-related documentation, insurance claims, survey, and repair.
• Maintain records of accidents and breakdowns.
• Conduct root-cause analysis for repeated vehicle failures and operational incidents.

7. Vendor & Cost Management

• Coordinate with workshops, spare-part suppliers, tyre vendors, towing agencies, and other fleet service providers.
• Obtain and compare quotations for major repairs and replacements.
• Verify vendor bills against approved quotations and completed work.
• Negotiate with vendors for competitive rates and service quality.
• Maintain records of vehicle-wise operating and maintenance costs.
• Identify opportunities for fleet cost reduction without compromising safety or vehicle reliability.

8. MIS & Reporting

Prepare and maintain periodic fleet MIS covering:

• Vehicle availability
• Vehicle utilization
• Running kilometers
• Fuel consumption and mileage
• Maintenance expenses
• Breakdown frequency
• Preventive maintenance compliance
• Tyre and battery status
• Vehicle document expiry
• Accident/damage records
• Driver performance
• Hired vs. owned vehicle utilization
• Vehicle-wise operating cost

Preferred candidate profile

• Immediate joiner required