Fleet Manager (Vendor and Vehicle Maintenance, Operations Support)

Role Summary

The Fleet Manager is responsible for the protected, 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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📌 Walk-in || Fleet Maintenance Manager (Chennai)
🏢 Uddhava Logistics
📍 Chennai