Fleet Officer / Fleet Manager

Job Title: Fleet Manager
Department: Operations / Logistics
Reports To: Operations Manager / General Manager
Location: Velachery
Employment Type: Full-Time

Job Summary

The Fleet Manager is responsible for overseeing the companys fleet of vehicles to ensure efficient operations, vehicle availability, safety, regulatory compliance, and cost control. The role involves managing vehicle maintenance, fuel consumption, drivers, fleet documentation, route efficiency, and overall fleet performance to support business operations.

Key Responsibilities

1. Fleet Operations Management

• Manage daily fleet operations to ensure vehicles are available and deployed efficiently.
• Plan vehicle allocation, scheduling, utilization, and route assignments.
• Monitor vehicle movement, mileage, operating hours, and delivery or service performance.
• Minimize vehicle downtime and improve fleet productivity.
• Coordinate with drivers, transport vendors, service providers, and internal departments.

2. Vehicle Maintenance and Repairs

• Develop and implement preventive maintenance schedules.
• Ensure timely servicing, inspections, and repairs of all vehicles.
• Monitor vehicle condition and coordinate breakdown assistance.
• Maintain accurate service histories, repair records, and maintenance schedules.
• Control maintenance expenses and negotiate with workshops and suppliers.

3. Fuel and Cost Management

• Monitor fuel consumption, mileage, and vehicle operating costs.
• Identify and investigate fuel wastage, excessive idling, and unauthorized vehicle usage.
• Prepare and analyse fleet operating budgets and expenditure reports.
• Implement measures to reduce fuel, maintenance, and transportation costs.
• Track cost per kilometre and other fleet performance indicators.

4. Driver Management and Safety

• Supervise drivers and ensure adherence to company policies and traffic regulations.
• Monitor driver attendance, performance, conduct, and productivity.
• Conduct or coordinate driver training on road safety and vehicle handling.
• Investigate accidents, breakdowns, and safety incidents.
• Ensure drivers possess valid licenses and required training or certifications.

5. Compliance and Documentation

• Ensure vehicles have valid registration, insurance, permits, fitness certificates, and pollution certificates, as applicable.
• Maintain vehicle files, driver records, insurance claims, and statutory documentation.
• Track document expiry dates and arrange renewals before deadlines.
• Ensure compliance with applicable transport laws, safety standards, and company policies.

6. Fleet Monitoring and Reporting

• Use GPS tracking, fleet management software, and telematics systems to monitor vehicle movement.
• Prepare daily, weekly, and monthly fleet performance reports.
• Track vehicle utilization, fuel efficiency, maintenance costs, downtime, and accident rates.
• Identify operational issues and recommend corrective actions.
• Maintain accurate fleet data and records for management review.

7. Vendor and Stakeholder Management

• Coordinate with vehicle dealers, workshops, insurance companies, fuel suppliers, and transport contractors.
• Evaluate vendor performance, service quality, and pricing.
• Obtain quotations and support procurement or leasing decisions.
• Manage vehicle insurance claims and accident-related documentation.