Fleet Records Executive - Logistics

Job Description

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