Fleet Operations Coordinator

3 weeks ago

Chennai, Tamil Nadu, India A leading distributor of global brands in Medical devices space Full time

At a leading distributor of global brands in the Medical devices space, we are seeking a highly organized and detail-oriented Fleet Operations Coordinator to join our team. This role is based in Chennai and will require coordination for trip movement remotely.

About the Role

This position involves directing, coordinating, planning, and overseeing tasks and operations within an organization involving Statutory Vehicle Requirements and transportation activities such as trip management, vehicle management, fuel management, and maintenance. Ensuring that all related costs are monitored and controlled with respect to service management activities.

Key Responsibilities:

  • Customer Services: Work closely with the Service Operations team to process requests for vehicles and make them available to the team on time to avoid waiting times. Ensure that the vehicles are in condition, fueled sufficiently to start the trip immediately on request.
  • Capacity Utilization: Ensure that the vehicle is in good condition after each trip by performing audits and reporting any issues to the management. The vehicle should be utilized at least to an extent of 90% with downtimes less than 10% of the time. Responsible for ensuring there are no damages to vehicles due to known or unknown reasons.
  • Asset Management/Maintenance: Vehicle Servicing and upkeep - Ensure that the vehicles are always in good condition. Maintain records pertaining to servicing in terms of nature of service, time, and cost. Escalate to management in case of any abnormalities.
  • Cost Control & Productivity: Trip fuel efficiency monitoring and management - Have a record of the optimum fuel efficiency of each vehicle computed and reviewed regularly. Upon completion of each trip compute the fuel efficiencies in between the fillings and the overall trip. Vehicles should be returned to base with full tank fuel as a standard practice and ensure the same is followed.
  • Vehicle Movement Tracking and Conformance Reporting: Ensure that the initial trip plan as per the service request is compared with the GPS report and the final trip report submitted are in line with each other. Escalate any discrepancies to management. Monitoring unauthorized carriages - Ensure all drivers sign the unauthorized carriage indemnity and a copy for reference is stuck in the vehicle. Undertake checks for any signs of unauthorized carriage and possible surprise checks if any suspicious behavior is observed. Upon advice from the Business Manager - Admin implements any actions to ensure compliance.
  • Compliances/Record Updating: Timely management of vehicle insurance - keep it up-to-date and current, make sure all field-level work is completed, work with the finance team for processing of claims etc. Timely management of fitness certifications - Keep a database of the fitness expiries and timely renew the fitness and affix the labels on all vehicles. Timely management of road tax certification - Coordinate the timely renewal of the Road Tax certification and stick the Road Tax stickers. Monitor the trip Route undertaken and observe and report possible deviations and improvements.
  • Management Reporting: Provide a summarized report to the Product Delivery Leader and Business Mgr Post Sales on a regular basis. Implement any actions to ensure conformance as advised by the respective leaders in alignment with MD. Monitor the travel times and report Drive Time Index and ensure conformance to optimal efficiency. Enforce the vehicle policy.
Requirements

We are looking for a candidate with a Bachelor's degree in Operations, Logistics, Business Administration, or a related field. Additionally, the ideal candidate should have at least 3 years of experience in vehicle and travel planning, fleet management, or similar roles. Strong organizational skills with the ability to manage multiple schedules simultaneously. Proficiency in trip planning software, GPS tools, and Microsoft Office (Excel for reporting). Strong analytical and problem-solving abilities. Excellent communication and coordination skills.

The estimated salary for this position is ₹8-12 lakhs per annum, considering the location and industry standards.

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