Designation: Fleet Records Executive – Logistics
Location: Company Office / Transport Hub
On-site with occasional travel for field coordination and emergency response
Department: Fleet Management / Logistics Operations
Reports To: Transport Manager / Head – Logistics Operations
Coordinates With: Logistics Operations, Admin, Accounts, Vehicle OEMs, RTOs, and Field Teams
Job Description
We are seeking a meticulous and highly organized Fleet Records Executive – Logistics to manage the complete documentation lifecycle and real-time operational support of the company’s fleet of Tank Trucks (TTs). The ideal candidate should possess sound knowledge of the transportation and logistics industry, demonstrate strong multi-tasking skills, and maintain exceptional attention to detail in record-keeping, tracking, and compliance management.
This role involves real-time coordination with the logistics team and drivers, maintaining digital and physical records, and ensuring that all vehicle documentation is up-to-date to prevent delays in fleet movement. The position also requires proactive response in case of accidents, emergencies, or vehicle incidents on the road.
Key Responsibilities
1. Fleet Documentation & Records Management
- Maintain up-to-date physical and digital documentation for all TTs, including:
- RC Books, Insurance, Fitness Certificates, PUCs
- National and State Permits
- Explosives Licenses and Route Authorizations
- Regularly update and manage Excel sheets and fleet databases for:
- TT vehicle records
- Driver records
- Legal and compliance documentation
- Ensure systematic filing of hard copies and soft copies in alignment with audit requirements.
2. Fleet Monitoring & Compliance Coordination
- Track and monitor fleet vehicles in real-time using GPS and fleet systems to ensure proper route adherence and operational visibility.
- Serve as the primary liaison between the transport department and drivers for all compliance-related coordination, including:
- Fitness Certificate renewals
- Pollution Under Control (PUC) checks
- Tank Calibration and related certifications
- Ensure on-ground presence and coordination when any vehicle is taken for mandatory renewals, inspections, or compliance checks at RTO, calibration centers, or testing facilities.
- Collect, verify, and update all renewed documents immediately in the system and ensure that original/valid copies are physically available in the truck at all times, as required by law.
- Maintain a proactive checklist and schedule to avoid delays or lapses in document validity, and escalate in advance if any risk of expiry or non-compliance is identified.
- Collaborate closely with drivers, RTO agents, and administrative departments to streamline renewal processes and reduce vehicle downtime.
3. Documentation Lifecycle Management
- Monitor and ensure timely renewal of key TT documents to avoid operational disruptions.
- Manage documentation for:
- New TT purchases and registrations
- Sale or disposal of old/existing TTs
- New tank fabrication readiness and roadworthiness certification
- Coordinate HP (Hire Purchase) closure formalities and cancellation with the RTO upon loan repayment.
4. Emergency Support & Field Coordination
- Be available to travel to plant locations or en route incidents (accidents, thefts, breakdowns) as required.
- Gather necessary information, document incidents, and coordinate with relevant departments for resolution.
5. Asset Tracking & Technical Support
- Maintain physical inventory records of:
- GPS devices
- Diesel sensors
- FASTags
- Xtra Power fuel cards
- Ensure functioning and calibration of all GPS and diesel monitoring systems.
- Monitor fuel sensor data and submit reports to the transport department regularly.
6. System Access & Manufacturer Coordination
- Manage login credentials and maintain access to TT system portals provided by manufacturers (Tata, Eicher, etc.).
- Retrieve technical vehicle information as needed for operational or compliance use.
7. Interdepartmental Coordination
- Coordinate with:
- Admin department (e.g., FASTag issuance)
- Accounts department (e.g., RTO fine settlement)
- Vendor/OEM representatives for TT updates and services
- Send official communication (emails/letters) for the issuance of new Xtra Power fuel cards, permits, or asset replacements.
8. Bi-Weekly and Ongoing Reporting
- Submit bi-weekly updates of TT contracts, driver documentation, and operational status.
- Identify gaps in compliance or expired documentation and escalate appropriately.
Key Requirements
Education:
- Graduate or having specialisation in Logistics, Supply Chain Management, Business Administration, or related field
- Additional certifications in fleet management or transport operations preferred
Experience:
- 2–5 years of experience in fleet documentation, vehicle compliance, or transport operations
- Prior experience in the petroleum logistics or hazardous goods sector is a strong advantage
Skills & Competencies:
- Strong documentation and data management skills (Excel, Google Sheets, ERP/FMS tools)
- Sound understanding of vehicle legal documentation and transport regulations
- Excellent coordination and communication skills across departments and with field teams
- Ability to manage field assignments, emergencies, and office tasks simultaneously
- High level of integrity, reliability, and detail orientation
Job Types: Full-time, Permanent
Pay: From ₹20,000.00 per month
Benefits:
- Health insurance
- Paid time off
- Provident Fund
Schedule:
- Day shift
Supplemental Pay:
- Yearly bonus
Application Question(s):
- How many years of experience do you have in handling documentation related to RC books, permits, or vehicle compliance?
- Are you comfortable traveling to RTO offices, calibration centers, or plant locations as part of your job?
- Have you used Excel or Google Sheets to maintain fleet or driver records?
- Have you used GPS fleet tracking systems or diesel sensor systems for TT monitoring?
- Are you comfortable coordinating with drivers, RTO agents, vendors, and internal departments (Admin/Accounts)?
- Are you available to respond during emergencies like en-route breakdowns or incidents?
- Can you independently manage document renewals and alert the team before any expiry?
Education:
- Bachelor's (Required)
Work Location: In person
Application Deadline: 23/06/2025
Expected Start Date: 01/07/2025