ADMINSTRATIVE EXECUTIVE

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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. Other Duties

Perform any other transport, fleet, vehicle, compliance, or administrative duties assigned by Management.