Walk-in || Fleet Maintenance Manager

Fleet Manager (Vendor and Vehicle Maintenance, Operations Support)

Role Summary

The Fleet Manager is responsible for the safe, cost-effective, and uninterrupted operation of the company's vehicle fleet. The role combines vendor management, preventive and corrective maintenance control, and day-to-day operations support, with the goal of maximizing vehicle uptime while keeping cost per kilometre under control.

Key Responsibilities

1. Vehicle Maintenance Management

• Plan and track preventive maintenance (PM) schedules, service intervals, tyre changes, and periodic inspections
• Coordinate corrective and breakdown repairs with minimal downtime
• Review job cards, estimates, and invoices for accuracy and genuine need before approval
• Maintain complete service history, repair records, and vehicle health reports
• Track repeat failures and recommend corrective action or vehicle replacement

2. Vendor Management

• Identify, evaluate, onboard, and empanel workshops, tyre dealers, spare parts suppliers, towing and roadside assistance providers
• Negotiate rates, AMCs, SLAs, and credit terms
• Monitor vendor performance on turnaround time, quality, pricing, and billing accuracy
• Conduct periodic vendor audits and review meetings
• Verify vendor invoices and process payments in coordination with Accounts

3. Operations Support

• Ensure vehicle availability as per daily route and trip requirements
• Coordinate with transport, logistics, and operations teams on vehicle allocation and replacement
• Handle breakdown support and arrange alternate vehicles to protect deliveries
• Monitor driver performance, fuel usage, trip logs, and route compliance
• Use GPS/telematics data for tracking, idling, harsh driving, and utilization analysis

4. Cost Control and Budgeting

• Prepare and manage the annual fleet budget (maintenance, fuel, tyres, insurance, tolls)
• Track and reduce cost per km, fuel efficiency, and maintenance cost per vehicle
• Analyze MIS reports and present variance and cost-saving initiatives to management
• Control spare parts and tyre consumption through stock checks and approval processes

5. Compliance and Documentation

• Ensure validity of RC, insurance, fitness certificate, permits, PUC, road tax, and driver licences
• Manage insurance renewals, claims, and accident documentation
• Ensure compliance with RTO, statutory, and company safety norms
• Maintain audit-ready records

6. Driver and Safety Management

• Coordinate driver training, defensive driving, and safety programs
• Investigate accidents, damages, and misuse, and implement preventive measures
• Enforce vehicle inspection checklists (pre-trip and post-trip)

7. Reporting and Process Improvement

• Prepare daily, weekly, and monthly reports on uptime, breakdowns, cost, and vendor performance
• Implement fleet management software/ERP tools and improve processes
• Drive continuous improvement on uptime, safety, and cost efficiency

Key KPIs

AreaKPIsUptimeFleet availability %, breakdown count, average downtime per vehicleMaintenancePM compliance %, repeat repair rate, maintenance cost per kmVendorTAT, SLA adherence, invoice accuracy, cost savings achievedCostFuel efficiency, cost per km, budget varianceComplianceDocument validity %, audit findings, accident rateOperationsVehicle utilization %, on-time vehicle placement

Qualifications and Experience

• Education: Diploma or B.E./B.Tech in Mechanical/Automobile Engineering; graduate in any discipline with relevant experience is acceptable (MBA/PGDM in Operations or Supply Chain is a plus)
• Experience: Minimum 3 years in fleet management, vehicle maintenance, or transport operations, including hands-on vendor management and maintenance coordination
• Preferred: Experience with commercial vehicles (trucks, LCVs, buses) or a logistics/transport company

Skills

• Technical: Knowledge of vehicle systems, diagnostics, tyres, and preventive maintenance practices
• Vendor and Commercial: Negotiation, rate comparison, contract and SLA management
• Analytical: MS Excel, MIS reporting, cost analysis
• Systems: Fleet management software, GPS/telematics, ERP/SAP
• Soft Skills: Problem-solving, quick decision-making under pressure, communication, coordination across teams
• Language: English and local/regional language

Working Conditions

• Willingness to visit workshops, depots, and breakdown locations
• Flexible hours and on-call availability for emergency breakdown support

Reporting

• Reports to: Head of Operations / Logistics Manager / Admin Head
• Works with: Drivers, workshop vendors, accounts, procurement, and operations teams

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