Executive – Fleet Administration

Schedule and coordinate preventive maintenance, servicing and repairs of company-owned and outsourced vehicles in a timely manner to minimise vehicle breakdowns and operational disruptions. Maintain an updated maintenance schedule for all vehicles and ensure that servicing is carried out according to manufacturer recommendations and operational requirements. Coordinate with garages, service centers and suppliers to obtain quotations, arrange repairs and monitor repair progress. Conduct regular follow-ups on vehicles undergoing repairs and ensure that they are returned to service within the agreed turnaround time. Conduct random physical inspections and fleet audits to ensure that vehicles are in good working condition, roadworthy and fit for operational use. Maintain proper records of vehicle breakdowns, maintenance history, repair expenses and replacement requirements. Identify recurring mechanical issues and recommend appropriate corrective and preventive actions. Ensure compliance with applicable transport regulations, company policies, road safety requirements and Occupational Health and Safety (OHS) standards. Monitor and renew vehicle insurance policies, revenue licences and other statutory documents before their expiry dates. Maintain a centralised database of vehicle documentation and establish advance reminders for upcoming renewals. Report vehicle-related accidents, safety incidents and compliance breaches and coordinate the necessary corrective actions. Identify, evaluate and maintain a database of approved transport suppliers, garages and service providers. Maintain, review and renew all vehicle rental and service agreements with outsourced vendors before their expiry dates. Ensure that ad-hoc vehicle hires are supported by quotations, with at least two quotations compared before obtaining the necessary approval, wherever applicable under the procurement policy. Maintain proper records of supplier agreements, quotations, purchase orders, invoices and payment-related documents. Escalate supplier-related issues, payment delays and service disruptions to the relevant management personnel. Prepare monthly reports on shuttle and relay vehicles, including mileage, fuel consumption and utilisation.