Officer- Fleet Management

Role Summary

Essential Duties And Responsibilities

• Coordinate with leasing companies to manage leased fleet operations, renewals, and replacement.
• Monitor vehicle utilization, condition, and ensure timely preventive maintenance and repairs.
• Verify and process lease invoices, fuel usage, and related fleet expenses.
• Ensure all fleet vehicles comply with licensing, registration, insurance, and safety regulations.
• Maintain accurate fleet records, reports, and documentation in the fleet management system.
• Support accident and damage reporting, claims processing, and follow-up with leasing service provider.
• Liaise with internal departments to address transport needs and ensure vehicle availability.
• Assist in cost control, performance tracking, and efficiency improvement initiatives.
• Oversee overall company fleet requirements, availability, and allocation to departments.
• Ensure the company’s annual vehicle requirement records are updated and aligned with operational needs.
• Assist in developing and updating fleet management policies, procedures, and standards.
• Support budgeting and forecasting for fleet-related expenses.
• Coordinate driver assignments, performance monitoring, and training on fleet policies and safe driving.
• Liaise with internal departments to plan transportation support for special events, projects, or VIP visits.
• Participate in periodic audits of fleet documents, systems, and compliance records.
• Support sustainability initiatives such as fuel efficiency tracking and environmental reporting.
• Provide periodic analytical reports on fleet performance, cost trends, and utilization rates.
• Assist in implementing system enhancements or digital tools for improved fleet monitoring and reporting.
• Perform other related duties as assigned to ensure smooth and efficient fleet operations.
• Raises Purchase Requisitions (PRs) in SAP
• Prepares final acceptance certificates for completed services
• Creates Goods Receiving Notes (GRNs) / Service Receiving Notes (SRNs) in SAP & ensuring correct data entry.
• Reports any discrepancies in invoicing and other pertinent documents submitted by F&S contractors.
• Consolidates data and prepare MIS reports.
• Prepares necessary reports that may be assigned by the F&S Manager from time to time.
• Drafts awareness campaign materials.
• Prepares required Work Permit together with POWRA and Job Method Statement/Work Instruction as per EMSTEEL Work Permit procedure.
• Assists in investigating F&S related incidents.
• Knowledge, Skills and/or Abilities (attributes) required:
• To perform this job successfully, an individual must be able to perform each duty satisfactorily.
• The requirements listed below are representative of the knowledge, skills, and abilities required.
• Strong understanding of fleet operations, leasing contracts, maintenance schedules, and vehicle life-cycle management.
• Familiarity with vehicle registration, insurance, licensing, and transportation safety regulations.
• Skilled in using fleet management systems, databases, and MS Office applications.
• Ability to analyze fleet performance data, identify trends, and recommended cost-effective solutions.
• Basic understanding of budgeting, lease cost analysis, and expense tracking.
• Sound knowledge of health, safety, and environmental regulations.
• Proficiency in quality control and assurance techniques.
• Familiarity with relevant legislation, policies, and procedures.
• Proven ability to schedule, allocate, and supervise work across teams.
• Ability to review and monitor performance against operational standards, cost-efficiency, and safety benchmarks.
• Demonstrated initiative, independent judgment, and problem-solving abilities.
• Strong team leadership and supervisory experience.
• Effective negotiation and contractor/vendor management skills.
• Excellent written and verbal communication skills in English (speaking, listening, and writing).
• Strong interpersonal and relationship-building skills.
• Working knowledge of SAP for facility and maintenance management.
• Strategic thinking and planning abilities.
• Commitment to high standards of service delivery and continuous improvement.

Minimum Qualification

• Diploma or equivalent qualification with relevant fleet management experience may be considered

Professional Experience

• 2-3 years of experience in fleet management, transportation administration, or logistic coordination.
• Knowledge of local transport regulations