Position / Job Title - Fleet Documentation in-chargeFunction - Fleet OperationsJob Location- Sector 32 GurgaonEducation - Graduate And Post-graduateExperience(yrs - 2 To 7 Years Job PurposeWe are looking for an experienced candidate who will represent as Documents In-Charge and responsible for managing, organizing, and ensuring the accuracy, validity, and compliance of all documents related to commercial vehicles and fleet operations. The role ensures adherence to transport laws, timely renewal of permits, De-registration, old vehicles sale & scrapping and availability of vehicle and driver documents to support smooth logistics and operational activities.Key Responsibilities .1-Vehicle Documentation Management -New Vehicles Registration and 100% on-time End-to-End Documents renewal (Registration Certificate, Fitness Certificate, Insurance policy, Pollution Under Control (PUC), Road tax receipts, Permits (national, state, temporary, special))And for all Paid vehicles vouchers entry to be done on time in ERP & Reco with Accounts Teams.2- Permit & Compliance Handlingall permits are valid and renewed on time.
- Keeping track of compliance requirements under transport regulations & CMVR
- Coordinate with RTO, transport offices, and insurance agencies
3- Driver Documentation & RecordsMaintain records of driver-related documentsDL , Aadhar / ID Proofs , Training Certificates if any, BGV & Happay card4- Fleet Recordkeeping & Data ManagementMaintain digital and physical records systematically.
- Update software / ERP systems with document statuses.
- Generate reports for management (expiry lists, compliance status, risk alerts).
5- Coordination & CommunicationLiaising with RTO Officials & Agents, Insurance Companies , Compliance/audit departments,6-Risk Management & AuditsConduct periodic checks for missing/expiring documents.Prepare documentation for audits (internal/external).Reduce risk of vehicle detention, fines, or operational delays.7-HP Removal / De- Registration / Old Vehicle Sale offCollecting Bank NOC & timely removal of HPMaking the list of under sale vehicles based on vehicle age & performance & planning to sale/ scrapEnsuring RC Cancellation of sold vehicles & De- Registering on time to avoid Tax liability8-Managing Lubes / Battery / TyresManaging Stock and issuing new indentsIdentifying Potential suppliers & Negotiating the RatesTimely inventory check and closing the Gaps Essential Skills required in Candidate (Functional)Strong understanding of transport laws and commercial vehicle regulations.Knowledge of RTO processes, permits, taxes, and compliance rules.Familiarity with fleet management software & ERPExcellent document management and record-keeping Essential Skills required in Candidate (Behavioural Skills)
- Strong leadership and team management
- Excellent communication and coordination
- Problem-solving and decision-making
- Attention to detail and accuracy
- Accountability and ownership
- Time management under pressure
- Continuous improvement mind-set
High integrity and confidentiality
experience
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