The posting
Transport & Fleet Management – JobResponsibilities
1.Job Purpose
Manage the company’s transportationoperations and vehicle maintenance activities. Ensure all vehicles are safe,reliable, properly maintained, compliant with regulations, and available fordaily operations.
2.Job Requirements
- Experience in transport, fleet management, vehicle maintenance, or a related field.
- Good knowledge of vehicle servicing and basic mechanical matters.
- Good coordination and communication skills.
- Ability to manage drivers, workshops, and external service providers.
- Familiarity with OneMotoring will be an added advantage.
3.Transport Responsibilities
- Arrange vehicle servicing, repairs, inspections, insurance, and road tax renewals.
- Monitor fuel usage, mileage, and transport expenses.
- Maintain accurate records of vehicles, drivers, fuel, servicing, and maintenance.
- Ensure compliance with company transport policies and local regulations.
- Liaise with workshops, vehicle suppliers, rental companies, insurance companies, and other service providers.
3.1Documentation & Reporting
- Maintain an updated master list of all company vehicles, including road tax and insurance expiry dates.
- Monitor road tax and insurance expiry dates and arrange timely renewals.
- Obtain and compare insurance quotations when required.
- Liaise with insurance companies, brokers, and relevant authorities for renewals and documentation.
- Verify insurance coverage, policy details, vehicle information, and validity dates.
- Maintain copies of road tax, insurance policies, certificates, and other vehicle documents.
- Update the vehicle master list whenever there are changes.
- Ensure no vehicle is operated with expired road tax, insurance, inspection, or other mandatory documents.
- Handle and follow up on insurance claims arising from accidents or vehicle damage.
- Coordinate with insurance companies, workshops, drivers, and management during the claim process.
- Maintain records of accident reports, claim documents, repair quotations, and claim settlements.
- Monitor insurance costs and renewal premiums and report significant changes to management.
- Provide regular reports on upcoming road tax and insurance renewals.
- Set advance reminders to prevent missed renewal deadlines.
- Ensure all vehicle documents are properly filed and available for audit or inspection.
4. Road Tax & Vehicle Inspection
- Prepare a monthly master list of vehicles due for road tax renewal and inspection.
- Separate vehicles requiring:
- Road tax renewal only.
- Road tax renewal and inspection.
- Prepare a separate inspection list and send it to the relevant FCL, LCL, NatSteel, and Workshop departments.
- Include the road tax amount payable in the master list and submit it to Accounts for payment.
- Provide daily and timely updates on vehicle status to Accounts for road tax renewal.
- Obtain inspection status updates from the Workshop for trucks and trailers.
4.1Road Tax Management
- Monitor road tax expiry dates for all company vehicles.
- Maintain an updated vehicle register with renewal dates.
- Arrange road tax renewal before expiry.
- Ensure all vehicles have valid road tax before operation.
- Coordinate with relevant authorities or service providers for renewals.
- Maintain road tax records and renewal documents.
- Follow up immediately on rejected or delayed renewals.
- Inform management of upcoming renewals and compliance issues.
4.2Vehicle Inspection Management
- Monitor inspection due dates.
- Arrange inspections before the due date.
- Ensure vehicles are properly prepared and in good condition before inspection.
- Coordinate with Maintenance to rectify inspection defects.
- Arrange re-inspection for vehicles that fail.
- Maintain inspection certificates and records.
- Track inspection results and ensure all defects are rectified promptly.
- Ensure vehicles are not operated when inspection or certification has expired.
4.3Documentation & Record Keeping
Maintain accurate records of:
- Vehicle registration numbers.
- Road tax expiry and renewal dates.
- Inspection due dates.
- Inspection results and certificates.
- Defect and repair records.
- Re-inspection results.
- Renewal and inspection receipts.
- Vehicle compliance status.
4.4Coordination & Compliance
- Coordinate with LTA, inspection centres, workshops, and service providers.
- Work closely with Maintenance to ensure vehicles are roadworthy before inspection.
- Ensure vehicle documents are available for audit or inspection.
- Immediately report expired road tax, failed inspections, or other compliance issues to management.
4.5Key Performance Indicators (KPIs)
- 100% road tax renewed before expiry.
- 100% vehicle inspections completed before the due date.
- Zero vehicles operating with expired road tax or inspection.
- Zero penalties or compliance issues caused by missed deadlines.
- 100% accurate and up-to-date records.
- Maintain a high first-time inspection pass rate through proper maintenance.
- Minimise vehicle downtime caused by road tax or inspection issues.
- Complete inspection repairs and re-inspections within the required timeframe.
5. Insurance
- Attend to driver calls promptly when an accident occurs and provide the necessary assistance.
- Assist drivers in exchanging relevant information, including work permit, driving licence, PIC details, and contact information.
- Retrieve vehicle camera footage when required for accident investigation and reporting.
- For accidents involving injury or public property damage, contact the Traffic Police and follow their instructions before clearing the accident location.
- Report accidents to the authorised insurance reporting centre.
- Make a police report where required.
- Follow up with the insurance reporting company on repairs and claim amounts.
5.1Insurance Claims
- Notify the insurance company or broker within the required timeframe.
- Submit insurance claims with all required documents.
- Coordinate with insurers, workshops, surveyors/adjusters, drivers, and other parties.
- Arrange vehicle assessment or inspection where required.
- Follow up on outstanding claims.
- Ensure approved repairs are carried out by authorised workshops.
- Monitor repair progress and expected completion dates.
- Follow up until the claim is settled and closed.
5.2Insurance Documentation
Maintain records of:
- Accident and incident reports.
- Insurance claim forms.
- Police reports, where applicable.
- Photographs and supporting evidence.
- Insurance policies.
- Workshop quotations and repair invoices.
- Surveyor/adjuster reports.
- Claim reference numbers.
- Claim approval and settlement documents.
- Claim status and closure dates.
5.3Insurance Renewal
- Maintain an updated list of insurance expiry dates.
- Inform management of upcoming renewals.
- Provide vehicle information and claim history required for renewal.
- Obtain and coordinate renewal quotations with insurance brokers/companies.
- Review insurance coverage and highlight any issues to management.
5.4Key Performance Indicators (KPIs)
- 100% timely reporting of accidents and insurance claims.
- 100% complete claim documentation.
- Minimise delays in claim processing and vehicle repairs.
- Maintain accurate and updated insurance claim records.
- Ensure 100% insurance coverage for applicable vehicles.
- Monitor and reduce repeated accident claims.
- Follow up all insurance claims until closure.
- Minimise vehicle downtime caused by accident repairs.
- Provide accurate monthly insurance and accident reports.
6. Vehicle Parking Certificate (VPC)
6.1Responsibilities
- Manage VPC applications and renewals for applicable heavy vehicles.
- Ensure each applicable vehicle has an approved designated heavy vehicle parking space.
- Coordinate with URA, LTA, HDB, or approved heavy vehicle parking operators.
- Prepare and submit required VPC documents.
- Monitor VPC validity and expiry dates and arrange timely renewal.
- Maintain an updated VPC register showing:
- Vehicle number.
- Parking location.
- VPC start date.
- VPC expiry date.
- VPC status.
- Ensure VPC information matches the correct vehicle and parking location.
- Follow up on pending applications and renewals.
- Maintain VPC documents for audit or inspection.
- Update records when vehicle or parking details change.
- Ensure vehicles comply with heavy vehicle parking requirements.
- Coordinate with Transport, Operations, Finance, and Management.
- Monitor VPC requirements related to vehicle registration, road tax, and ownership transfers.
- Inform management of VPC expiry, cancellation, parking changes, or compliance issues.
- Maintain records of VPC fees and parking expenses.
6.2Key Performance Indicators (KPIs)
- 100% valid VPC compliance for applicable heavy vehicles.
- Zero expired VPCs due to missed renewals.
- 100% accurate VPC and parking records.
- Submit applications and renewals before deadlines.
- Zero penalties or operational disruptions caused by VPC non-compliance.
- Ensure all applicable heavy vehicles have approved parking spaces.
- Maintain complete and audit-ready VPC documentation.
7. LTA & Traffic Police (TP) Summons Management
7.1Summons Monitoring
- Monitor all LTA and Traffic Police summonses involving company vehicles and drivers.
- Maintain an updated summons register containing:
- Vehicle number.
- Driver details.
- Offence date.
- Notice/summons number.
- Offence type.
- Fine amount.
- Payment/appeal status.
- Review summonses promptly and identify the responsible driver.
- Forward summonses to the relevant department or management.
7.2Driver Identification & Follow-Up
- Coordinate with drivers to identify the person responsible.
- Obtain required driver particulars and supporting documents.
- Submit driver information to the relevant authority where required.
- Follow up on outstanding summonses.
- Maintain records of driver-related offences.
7.3Payment & Appeal
- Monitor payment deadlines.
- Coordinate with Finance/Accounts for approved fine payments.
- Prepare and submit valid appeals with supporting documents.
- Track appeal status and update management.
- Maintain records of payments, appeals, and outcomes.
7.4Compliance & Prevention
- Monitor repeated traffic offences by drivers or vehicles.
- Highlight serious or repeated offences to management.
- Work with Operations and drivers to reduce traffic violations.
- Remind drivers to comply with traffic laws and company driving policies.
- Monitor outstanding summonses to prevent escalation or operational disruption.
7.5Documentation & Reporting
Maintain records of:
- LTA summonses.
- Traffic Police summonses.
- Vehicle and driver details.
- Offence dates and locations.
- Notice/summons numbers.
- Fine amounts.
- Payment dates and receipts.
- Appeals and outcomes.
- Outstanding summonses.
Prepare a monthly summons reportcovering total offences, outstanding cases, payments, appeals, and repeatedviolations.
7.6Coordination
- Liaise with LTA, Traffic Police, drivers, Operations, HR, and Finance.
- Follow up with authorities when clarification is required.
- Immediately escalate serious or court-related matters to management.
- Ensure summonses requiring court attendance are brought to the attention of the responsible person.
7.7Key Performance Indicators (KPIs)
- 100% accurate summons records.
- 100% timely identification of responsible drivers where required.
- Zero missed payment deadlines for approved fines.
- 100% timely submission of valid appeals.
- Zero unreported outstanding summonses.
- Maintain complete summons documentation.
- Reduce repeated traffic offences through monitoring and follow-up.
- Provide accurate monthly summons reports.
8. Vehicle Camera Monitoring
8.1Camera Monitoring
- Ensure vehicle cameras are installed and functioning properly.
- Conduct regular checks on camera operation, positioning, storage, and recording quality.
- Review footage when required for accidents, traffic incidents, complaints, or operational matters.
- Ensure cameras remain switched on during vehicle operation.
- Arrange prompt repair or replacement of faulty cameras.
8.2Accident & Incident Monitoring
- Review camera footage following accidents, incidents, or complaints.
- Retrieve and provide relevant footage to authorised personnel.
- Record vehicle number, driver, date, time, and incident details for each footage request.
- Support accident, traffic, insurance, and internal investigations.
8.3Driver Safety & Compliance
- Monitor driving behaviour through available footage.
- Identify unsafe driving, traffic violations, or non-compliance.
- Report repeated or serious issues to management.
- Work with supervisors to improve driver safety.
- Maintain records of driver-related incidents.
8.4Camera Maintenance
- Maintain an updated list of camera systems installed in all vehicles.
- Arrange inspection, servicing, repair, or replacement.
- Coordinate with camera suppliers and service providers.
- Confirm proper operation after repairs or replacement.
- Monitor camera-related costs and service records.
8.5Data & Confidentiality
- Ensure camera footage is securely handled and accessed only by authorised personnel.
- Maintain records of footage requests, retrievals, and releases.
- Do not share footage without proper authorisation.
- Follow company policies and applicable data-protection requirements.
8.6Reporting
Prepare regular reports covering:
- Camera operational status.
- Faulty cameras.
- Accident and incident footage reviewed.
- Driver safety observations.
- Camera repairs and replacements.
- Outstanding camera issues.
8.7Key Performance Indicators (KPIs)
- 100% camera operational compliance.
- Conduct regular camera checks according to company requirements.
- Minimise camera downtime and recording failures.
- Retrieve requested footage accurately and promptly.
- Maintain complete records of camera incidents and footage requests.
- Ensure zero unauthorised access or sharing of footage.
- Close camera faults within the required timeframe.
- Support reduction of accidents and unsafe driving through effective monitoring.
9. Tyre Service & External Vehicle Breakdown
9.1Tyre Service Responsibilities
- Monitor tyre condition, including tread depth, pressure, wear, and damage.
- Arrange tyre rotation, balancing, alignment, repair, and replacement when required.
- Maintain records of tyre condition, replacement dates, brands, sizes, mileage, and costs.
- Monitor tyre performance and identify abnormal or premature wear.
- Arrange tyre services with approved external tyre workshops/tyre service providers.
- Ensure the correct tyre size and specification are used.
- Maintain sufficient spare tyres in good condition.
- Check tyre pressure according to manufacturer recommendations.
- Investigate repeated tyre problems and take corrective action.
- Monitor tyre-related expenses and ensure cost-effective servicing and purchasing.
9.2External Vehicle Breakdown
- Respond promptly to vehicle breakdowns outside company premises.
- Coordinate roadside assistance, towing, mobile mechanics, or external workshops.
- Communicate with the driver to identify the location and nature of the breakdown.
- Determine whether on-site repair or towing is required.
- Arrange emergency tyre replacement, battery assistance, towing, or mechanical repairs.
- Follow up until the vehicle is repaired and returned to operation.
- Arrange alternative or replacement vehicles where necessary.
- Record breakdown details, including date, location, vehicle, driver, problem, service provider, repair, and cost.
- Investigate repeated breakdowns and recommend preventive maintenance.
- Verify external repair invoices against completed work.
- Maintain records of breakdown-related costs.
9.3Safety & Emergency Response
- Ensure drivers follow proper breakdown procedures.
- Advise drivers to move to a safe location where possible and use warning equipment.
- Ensure emergency roadside assistance contacts are available to drivers.
- Prioritise driver and public safety.
- Immediately report serious breakdowns, accidents, or safety incidents to management.
9.4Key Performance Indicators (KPIs)
- Minimise vehicle downtime caused by tyre problems and breakdowns.
- Respond promptly to external breakdowns.
- Maintain accurate tyre and breakdown records.
- Reduce repeated tyre failures and mechanical breakdowns.
- Control external repair and roadside assistance costs.
- Ensure vehicles are safely and efficiently returned to service.
10. NEA Vehicle Registration & Management
10.1NEA Vehicle Registration
- Manage NEA registration of company vehicles used for waste collection and transportation.
- Prepare and submit vehicle registration applications through the applicable NEA system.
- Ensure all vehicle information is accurate and complete.
- Prepare required supporting documents, including LTA registration documents and inspection certificates.
- Submit vehicle photographs and other required information.
- Follow up with NEA on pending applications.
- Maintain records of NEA-approved vehicles and registration details.
10.2Vehicle Updates & Changes
- Update NEA records when vehicle details change.
- Update information relating to vehicle type, waste type, vehicle status, or other relevant details.
- Coordinate with relevant departments when vehicles are added, replaced, transferred, or removed.
- Maintain an accurate and updated NEA vehicle register.
10.3Vehicle Deregistration
- Arrange NEA deregistration for vehicles that are sold, scrapped, replaced, or no longer used.
- Submit deregistration information promptly.
- Maintain records of deregistered vehicles and effective dates.
- Follow up on disposal charges and other outstanding matters before closure.
10.4Compliance & Inspection
- Ensure only NEA-approved vehicles are used for applicable waste collection activities.
- Monitor inspection and certification requirements.
- Ensure vehicles and equipment are properly maintained.
- Keep inspection certificates and required documents available.
- Follow up on failed inspections and required repairs or re-certification.
- Coordinate with workshops and service providers for inspections and certification.
10.5Documentation & Record Keeping
Maintain updated records of:
- Vehicle registration numbers.
- NEA registration status.
- Vehicle types.
- Type of waste carried.
- LTA registration documents.
- Inspection certificates.
- Vehicle photographs.
- Registration and deregistration dates.
- Vehicle changes and updates.
- NEA correspondence and approvals.
10.6Coordination
- Liaise with NEA, LTA, workshops, inspectors, and internal departments.
- Coordinate with Operations and Maintenance to ensure vehicles are available and compliant.
- Immediately inform management of NEA compliance issues, rejected applications, expired certifications, or registration problems.
10.7Key Performance Indicators (KPIs)
- 100% NEA registration compliance for applicable vehicles.
- Zero operation of unregistered vehicles for regulated waste collection.
- 100% accurate NEA/WRMS vehicle records.
- Submit registrations and vehicle updates within the required timeframe.
- Zero missed deregistration or update requirements.
- 100% valid inspection/certification records where applicable.
- Zero penalties or operational disruptions caused by registration non-compliance.
- Maintain complete and audit-ready NEA vehicle documentation.
11. Other Duties
- Perform any other transport, fleet, vehicle, compliance, or administrative duties assigned by Management.
