Logistics Floor Incharge

1. Job Purpose

The Fleet Incharge will be responsible for the overall management and smooth operation of the company’s fleet. The role includes vehicle maintenance, driver coordination, documentation, expense management, tyre management and timely trip settlement.

2. Key Responsibilities

A. Vehicle Management & Records

• Maintain complete and updated records of all company vehicles.

• Monitor vehicle availability, movement, utilization and operational status.

• Maintain vehicle-wise records of expenses, running and maintenance.

• Ensure vehicles are available and operational as per business requirements.

B. Repair & Maintenance

• Coordinate regular servicing and preventive maintenance of vehicles.

• Arrange timely repair of vehicles in case of breakdown or defects.

• Maintain vehicle-wise repair and maintenance records.

• Verify workshop/service bills and ensure proper recording of expenses.

• Monitor pending repairs and ensure timely completion.

C. Tyre Management & Records

• Maintain complete tyre records for each vehicle.

• Record tyre purchase, fitting, replacement, repair and disposal.

• Monitor tyre condition and performance.

• Ensure timely replacement of tyres wherever required.

• Maintain proper vehicle-wise tyre expense and usage records.

D. Driver Expense Management

• Maintain driver-wise records of advances, expenses and payments.

• Verify driver expenses with relevant supporting documents.

• Monitor driver advances and ensure timely adjustment/settlement.

• Coordinate with drivers regarding vehicle operations, maintenance and trip requirements.

• Ensure compliance with company policies and procedures.

E. Vehicle Documents & Compliance

• Maintain complete records of all vehicle-related documents.

• Monitor the validity of RC, Insurance, Fitness Certificate, Permit, Pollution Certificate, Road Tax and other applicable documents.

• Ensure timely renewal of documents before expiry.

• Maintain physical and digital records of vehicle documents.

• Immediately report any expired or pending document to management.

F. Trip Expense Settlement

• Verify trip-wise expenses submitted by drivers.

• Check fuel, toll, parking, loading/unloading, advances and other approved expenses.

• Prepare and maintain vehicle-wise and driver-wise trip expense settlements.

• Ensure timely submission of completed trip settlements to the Accounts Department.

• Identify and report discrepancies in trip expenses or supporting documents.

3. Coordination & Reporting

• Coordinate with Operations, Accounts, Drivers, Workshops and other concerned departments.

• Prepare regular fleet-related reports for management.

• Monitor vehicle-related expenses and identify unnecessary costs.

• Ensure proper documentation and record keeping.

• Report major vehicle breakdowns, accidents, maintenance issues or other fleet-related concerns to management immediately.

4. Key Performance Areas (KPA)

• Vehicle availability and utilization

• Timely repair and preventive maintenance

• Proper tyre management

• Accurate driver expense management

• Timely renewal of vehicle documents

• Accurate and timely trip expense settlement

• Control of fleet operating expenses

• Proper maintenance of fleet records

5. Required Skills & Competencies

• Good knowledge of vehicle operations and basic maintenance.

• Knowledge of vehicle documentation and compliance requirements.

• Good record-keeping and documentation skills.

• Basic knowledge of MS Excel and computer operations.

• Good coordination and communication skills.

• Ability to manage drivers and external workshops.

• Strong follow-up and problem-solving abilities.

6. General Responsibility

The Fleet Incharge shall be responsible for ensuring the safe, efficient, cost-effective and uninterrupted operation of the company’s fleet and shall perform any other fleet-related duties assigned by the Management.

• It is a Full Time Warehouse / Logistics job for candidates with 1 - 5 years of experience.