Fleet, Vehicle Administration and Compliance Executive

Job Responsibilities 1. Job Purpose To manage and coordinate the company’s vehiclefleet administration, regulatory compliance, purchasing and operationalrequirements. This includes vehicle acquisition, registration, insurance,Vehicle Parking Certificates (VPC), road tax, inspections, NEA requirements,summons management, vehicle documentation, camera monitoring, breakdowns andother fleet-related matters. The role is responsible for ensuring that allcompany vehicles are properly registered, insured, maintained, compliant withapplicable regulations and available for daily operations, while maintainingaccurate and up-to-date records for management, audit and operational purposes. 2. Job Requirements • Experience in fleet management, vehicle administration, transport operations, compliance, or a related field. • Experience in handling vehicle purchasing, insurance, road tax, inspections, registration and other vehicle-related administrative matters. • Good knowledge of vehicle servicing, maintenance and basic mechanical matters. • Good understanding of Singapore vehicle-related requirements and regulatory processes. • Familiarity with OneMotoring and LTA-related transactions will be an added advantage. • Experience handling VPC, NEA vehicle registration and other regulatory requirements will be an advantage. • Good coordination, communication and organisational skills. • Ability to coordinate effectively with drivers, workshops, suppliers, insurance companies, government agencies and external service providers. • Good record-keeping and documentation skills. • Ability to monitor multiple expiry dates, renewals, applications and compliance requirements. • Proficient in Microsoft Office, Google Workspace or similar systems for maintaining records and reports. • Able to work independently, follow up on outstanding matters and escalate issues to Management when required. 3. Fleet & Vehicle Administration 3.1 Vehicle Purchasing &Acquisition • Coordinate the purchase and acquisition of company vehicles, trailers and related vehicle assets working together with the bossess. • Obtain and compare quotations from vehicle suppliers, dealers and relevant service providers. • Coordinate with Management and Accounts for approvals and payment arrangements. • Verify vehicle specifications, pricing, registration details, warranties and supporting documents before purchase. • Coordinate vehicle registration and transfer of ownership where applicable. • Ensure all required documentation is completed before the vehicle is placed into operation. • Coordinate the installation of required equipment, including vehicle cameras and other operational equipment. • Maintain complete records of newly purchased and acquired vehicles. • Coordinate the disposal, transfer or replacement of vehicles when required. • Maintain records of vehicle purchase costs, registration details and related expenses. 3.2 Vehicle Master Records Maintain an accurate and updated master registercovering: • Vehicle registration number. • Vehicle type and model. • Chassis and engine numbers, where applicable. • Date of purchase. • Ownership details. • COE information, where applicable. • Road tax expiry date. • Insurance expiry date. • Inspection due date. • VPC details. • NEA registration details, where applicable. • Parking location. • Assigned department or user. • Vehicle status. • Maintenance and repair history. • Camera installation and operational status. • Other relevant certificates and regulatory documents. Update the master register promptly whenever thereare changes to vehicle ownership, status, location, insurance, road tax,inspection, VPC or other compliance requirements. 4. RoadTax & Vehicle Inspection 4.1 Road Tax Management • Monitor road tax expiry dates for all company vehicles. • Prepare a monthly list of vehicles due for road tax renewal. • Arrange road tax renewal before expiry. • Include the applicable road tax amount in the renewal list and submit it to Accounts for payment. • Provide timely updates to Accounts on upcoming and completed renewals. • Ensure no vehicle operates with expired road tax. • Maintain road tax renewal records, receipts and supporting documents. • Follow up immediately on rejected, delayed or unsuccessful renewals. • Inform Management of any road tax or compliance issues. 4.2 Vehicle Inspection Management • Monitor inspection due dates for all applicable vehicles. • Prepare inspection schedules and coordinate with the relevant Workshop or Maintenance team. • Ensure vehicles are properly prepared and maintained before inspection. • Coordinate with Maintenance to rectify defects identified during pre-inspection checks. • Arrange vehicle inspections and re-inspections where required. • Obtain inspection results and certificates. • Track failed inspections and ensure defects are rectified promptly. • Coordinate with Workshop on the status of trucks and trailers undergoing inspection. • Ensure vehicles are not operated when mandatory inspection or certification has expired. 4.3 Inspection & Road TaxReporting Prepare and maintain: • Monthly road tax renewal list. • Vehicle inspection list. • Vehicles requiring road tax renewal only. • Vehicles requiring both road tax renewal and inspection. • Inspection status updates. • Failed inspection and re-inspection tracking. • Renewal payment status. • Compliance status of each vehicle. Provide daily or timely updates to Accounts,Workshop, Operations and Management where required. 5.Vehicle Insurance & Claims 5.1 Insurance Administration • Maintain an updated register of all vehicle insurance policies. • Monitor insurance expiry dates and arrange timely renewals. • Obtain and compare insurance quotations when required. • Liaise with insurance companies and brokers regarding quotations and renewals. • Review policy details, coverage, vehicle information and validity dates. • Highlight changes…