Accounts Executive – Fleet Operations

Job Title: Accounts Executive – Fleet Operations

Location: Panangad, Ernakulam
Department: Accounts / Fleet
Reporting To: Fleet Coordinator / Finance Manager
Contact: 9207889994 HR Manager Sam

About the Role

We are looking for a detail-oriented Accounts Executive to support our Fleet Team with daily accounting tasks, clerical/documentation work, data entry, email communication, and maintenance of digital records. This role ensures smooth financial tracking of fleet expenses and assists the Fleet Coordinator in administrative operations, renewals, and compliance documentation.

Key Responsibilities1. Fleet Accounting & Financial Tracking

• Record and monitor all fleet-related expenses (fuel, maintenance, repairs, insurance, tolls, driver payments, etc.).
• Reconcile vendor invoices related to fleet operations and ensure timely processing for payment.
• Maintain updated records of vehicle-wise expenses for reporting and cost analysis.
• Assist in preparing monthly fleet expense reports for management.
• Track advances given to drivers and ensure settlement in coordination with the accounts team.

2. Clerical & Administrative Support

• Handle data entry, filing, and updating of internal fleet-related records.
• Draft and respond to emails on behalf of the Fleet Coordinator (where required).
• Arrange physical and digital documents for audits, renewals, and compliance checks.

3. Digital Records & Documentation Management

• Maintain accurate digital logs of each vehicle’s documents.
• Organize and update all fleet documents such as:
• Registration papers
• Insurance
• Fitness certificate
• Pollution certificate
• Service records
• Permit documents
• Track upcoming renewals (insurance, permits, fitness, etc.) and coordinate with relevant departments to ensure timely completion.

4. Coordination & Support Activities

• Assist the Fleet Coordinator in daily operational tasks including driver coordination, vehicle allotment, and scheduling.
• Liaise with external vendors (garages, fuel suppliers, insurance agents, etc.) for data or documentation when needed.
• Support periodic audits and compliance reviews.

Key Requirements

• Qualification: B.Com / M.Com / Diploma in Accounting or related field.
• Experience: 1–3 years in accounts, preferably with exposure to fleet, logistics, or operations-related accounting.
• Strong MS Excel & data entry skills.
• Good communication skills for email handling and coordination.
• Ability to work with digital filing systems and maintain organized records.
• Attention to detail, responsibility, and ability to handle routine clerical tasks efficiently.

Preferred Skills

• Experience in ERP or accounting software (Tally, Zoho Books, SAP, etc.).
• Prior experience in fleet management or logistics support.
• Ability to multitask and prioritize daily tasks.

What We Offer

• A stable role with opportunities to grow within the fleet/finance department.
• Supportive team environment.
• Competitive compensation based on experience.

Job Types: Full-time, Permanent

Pay: ₹9,181.01 - ₹15,000.00 per month

Benefits:

• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Provident Fund

Work Location: In person