Assistant Manager-Transport Compliance & Fleet Administration

Role Purpose

The Assistant Manager ensures that the University's entire transport fleet is legally compliant, technically roadworthy, properly insured and operationally fit, with responsibility for statutory permits, registrations, fitness certifications, inspections, insurance, inter-state requirements and regulatory documentation. The role maintains a robust compliance management system so that no University vehicle operates with an expired permit, fitness certificate, insurance policy, pollution certificate or other mandatory statutory document, across a fleet of 90 buses and 25 cars.

Key Responsibilities

1. Statutory & Regulatory Compliance: Maintain complete and up-to-date statutory records for the entire fleet, track validity and renewal of registration, permits, fitness certificates, insurance, PUC and road tax, and maintain a vehicle-wise compliance calendar with advance expiry alerts.

2. Inter-State Bus Compliance: Ensure buses undertaking inter-state journeys hold appropriate permits and authorizations, maintain a state-wise compliance matrix, and liaise with State Transport Authorities/RTOs on permits, taxes and approvals.

3. Vehicle Fitness & Technical Inspections: Maintain a systematic schedule for fitness inspections and statutory testing, coordinate pre-inspection checks with the workshop team, and track rectification of deficiencies identified during inspections.

4. Insurance Management: Maintain a comprehensive insurance register, ensure timely policy renewals without lapse, and coordinate accident/damage claim documentation with insurers, brokers and surveyors.

5. Vehicle Documentation & Records Management: Maintain a centralized, vehicle-wise documentation master file covering registration, permits, fitness, insurance, PUC, inspection and accident history, properly indexed for audits and reviews.

6. Compliance Monitoring, Reporting & Coordination: Operate a monthly compliance dashboard and exception reporting, escalate critical compliance risks to the General Manager, and coordinate with Transport Operations to ensure only compliant vehicles are deployed.

Eligibility Criteria

• Graduate in any discipline;
• Minimum 58 years of experience in fleet administration, transport compliance, vehicle documentation or a similar function, including statutory compliance for a large commercial/institutional fleet.
• Experience dealing with RTOs, transport authorities and insurance companies will be preferred.

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