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.

1. 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.

1. 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.

1. 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 in premiums, coverage or policy conditions to Management. Ensure all applicable vehicles have valid insurance coverage before operation. Maintain copies of insurance policies, certificates and related documents. 5.2 Accident & InsuranceAssistance Attend to driver calls promptly when an accident occurs. Provide drivers with the necessary guidance and assistance following an accident. Assist drivers in exchanging relevant information, including work permit, driving licence, PIC details and contact information, where required. Retrieve vehicle camera footage for accident investigation where necessary. For accidents involving injury or public property damage, advise drivers to contact the Traffic Police and follow the instructions given by the authorities. Report accidents to the authorised insurance reporting centre. Make police reports where required. Coordinate with the relevant insurance reporting company regarding repairs and claims. 5.3 Insurance Claims Notify the insurer or broker within the required timeframe. Submit claims with all required supporting documents. Coordinate with insurers, workshops, surveyors/adjusters and drivers. Arrange vehicle assessments or inspections where required. Monitor claim progress and follow up on outstanding matters. Ensure approved repairs are carried out by authorised workshops. Monitor repair progress and expected completion dates. Follow up until the claim is fully settled and closed. Maintain accurate records of all claims and settlements. 5.4 Insurance Documentation Maintain records of: Insurance policies. Accident reports. Insurance claim forms. Police reports, where applicable. Accident photographs and supporting evidence. Vehicle camera footage, where applicable. Workshop quotations and repair invoices. Surveyor/adjuster reports. Claim reference numbers. Claim approvals and settlement documents. Claim status and closure dates. 5.5 Insurance KPIs 100% timely insurance renewals. 100% insurance coverage for applicable vehicles. 100% timely reporting of accidents and claims. Complete and accurate claim documentation. Follow up all claims until closure. Minimise delays in claim processing and vehicle repairs. Minimise vehicle downtime resulting from accident repairs. Maintain accurate monthly insurance and accident reports. 6.Vehicle Parking Certificate (VPC) 6.1 VPC Responsibilities Manage VPC applications and renewals for applicable heavy vehicles. Ensure each applicable vehicle has an approved designated heavy vehicle parking space. Coordinate with the relevant authorities and approved heavy vehicle parking operators. Prepare and submit required VPC applications and supporting documents. Monitor VPC validity and expiry dates. Arrange timely VPC renewals. Follow up on pending applications and renewals. Ensure VPC information matches the correct vehicle and parking location. Update records when vehicles or parking arrangements change. Monitor VPC requirements relating to vehicle registration, road tax and ownership transfers. Maintain records of VPC fees and parking expenses. Inform Management of VPC expiry, cancellation, parking changes or compliance issues. 6.2 VPC Register Maintain an updated VPC register containing: Vehicle number. Parking location. VPC start date. VPC expiry date. VPC status. Parking fees. Relevant supporting documents. 6.3 VPC KPIs 100% valid VPC compliance for applicable heavy vehicles. Zero expired VPCs due to missed renewals. 100% accurate VPC and parking records. Applications and renewals submitted before deadlines. Zero penalties or operational disruptions caused by VPC non-compliance. Complete and audit-ready VPC documentation.

1. LTA& Traffic Police Summons Management

7.1 Summons Monitoring Monitor all LTA and Traffic Police summonses involving company vehicles and drivers. Maintain an updated summons register. Review summonses promptly and identify the responsible driver where applicable. Forward relevant summons information to the appropriate department or Management. 7.2 Driver 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. 7.3 Payment & Appeals Monitor payment deadlines. Coordinate with Finance/Accounts for approved fine payments. Prepare and submit valid appeals with supporting documents where required. Track appeal status and update Management. Maintain records of payments, appeals and outcomes. 7.4 Compliance & Reporting Monitor repeated traffic offences. 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. Prepare a monthly summons report covering offences, outstanding cases, payments, appeals and repeated violations. 8.Vehicle Camera Monitoring 8.1 Camera Administration Maintain an updated list of camera systems installed in all company vehicles. Ensure vehicle cameras are installed and functioning properly. Conduct regular checks on camera operation, positioning, recording and storage. Arrange repair or replacement of faulty cameras. Coordinate with camera suppliers and service providers. Maintain records of camera servicing, repairs and replacement costs. 8.2 Accident & Incident Monitoring Retrieve camera footage following accidents, incidents, complaints or operational matters. Provide relevant footage only to authorised personnel. Record vehicle number, driver, date, time and incident details for each footage request. Support accident, insurance, traffic and internal investigations. 8.3 Data Protection &Confidentiality Ensure camera footage is securely stored and handled. Restrict access to 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. 8.4 KPIs 100% camera operational compliance. Minimise camera downtime and recording failures. Retrieve requested footage accurately and promptly. Maintain complete footage request records. Zero unauthorised access or sharing of footage. Close camera faults within the required timeframe.

1. TyreServices & External Vehicle Breakdowns

9.1 Tyre Management Monitor tyre condition, tread depth, pressure, wear and damage. Arrange tyre rotation, balancing, alignment, repair and replacement when required. Ensure the correct tyre size and specification are used. Maintain records of tyre brands, sizes, replacement dates, mileage and costs. Monitor tyre performance and identify abnormal or premature wear. Maintain sufficient spare tyres in good condition. Investigate repeated tyre problems and recommend corrective action. Obtain quotations and coordinate with approved tyre service providers. Monitor tyre-related expenditure and ensure cost-effective purchasing. 9.2 External Vehicle Breakdown Respond promptly to vehicle breakdowns outside company premises. Coordinate roadside assistance, towing, mobile mechanics or external workshops. Communicate with drivers to establish 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 service. Arrange alternative or replacement vehicles where necessary. Verify external repair invoices against completed work. Maintain records of breakdowns, repairs and related costs. Investigate repeated breakdowns and recommend preventive action. 9.3 Safety & EmergencyResponse Ensure drivers follow the company's breakdown procedures. Advise drivers to move to a safe location where possible. Ensure emergency roadside assistance contacts are available to drivers. Prioritise driver and public safety. Immediately escalate serious breakdowns, accidents or safety incidents to Management.

1. NEAVehicle Registration & Management

10.1 NEA Registration Manage NEA registration of company vehicles used for applicable waste collection and transportation activities. Prepare and submit vehicle registration applications through the applicable NEA system. Ensure 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 on pending applications. Maintain records of NEA-approved vehicles and registration details. 10.2 Vehicle Updates &Changes Update NEA records when vehicle details change. Update information relating to vehicle type, waste type, vehicle status and other relevant information. Coordinate with relevant departments when vehicles are added, replaced, transferred or removed. Maintain an accurate and updated NEA vehicle register. 10.3 Vehicle Deregistration Arrange NEA deregistration for vehicles that are sold, scrapped, replaced or no longer used. Submit deregistration information within the required timeframe. Maintain records of deregistered vehicles and effective dates. Follow up on outstanding matters before closure. 10.4 Compliance & Inspection Ensure only appropriately registered/approved vehicles are used for applicable regulated activities. Monitor inspection and certification requirements. Ensure vehicles and related equipment are properly maintained. Maintain inspection certificates and required documents. Follow up on failed inspections and required repairs or re-certification. 10.5 NEA KPIs 100% NEA registration compliance for applicable vehicles. Zero operation of unregistered vehicles for regulated activities. 100% accurate NEA vehicle records. Submit registrations and updates within required timeframes. Zero missed deregistration or update requirements. 100% valid inspection/certification records where applicable. Maintain complete and audit-ready NEA documentation.

1. FleetCompliance, Documentation & Reporting

Maintain a central and up-to-date repository for all vehicle-related documents. Ensure vehicle records are properly filed and easily retrievable for audit or inspection. Maintain digital records of vehicle registration, insurance, road tax, inspections, VPC, NEA documentation, summonses, accidents and other relevant documents. Monitor all vehicle-related expiry dates and establish advance reminders. Ensure no vehicle is operated with expired or missing mandatory documentation. Prepare monthly compliance reports for Management. Highlight upcoming renewals, overdue matters, failed inspections, outstanding claims, summonses and other compliance issues. Maintain accurate records for audit purposes. Coordinate with Accounts, Operations, Workshop, HR and other departments on vehicle-related matters. Escalate critical compliance or operational issues to Management immediately.

1. KeyPerformance Indicators (KPIs)

The role will be measured against the following keyareas: 100% vehicle insurance renewed before expiry. 100% road tax renewed before expiry. 100% required vehicle inspections completed before the due date. 100% applicable VPCs maintained and renewed on time. 100% applicable NEA registrations and certifications maintained. Zero vehicles operating with expired mandatory documents. Zero penalties arising from missed renewal or compliance deadlines. 100% accurate and up-to-date vehicle master records. Timely processing of vehicle purchases, registrations and transfers. Timely reporting and follow-up of accidents and insurance claims. Timely identification and management of LTA/Traffic Police summonses. Minimise vehicle downtime caused by administrative or compliance issues. Maintain complete and audit-ready vehicle documentation. Ensure timely follow-up and closure of outstanding fleet-related matters. Provide accurate and timely monthly fleet and compliance reports to Management.

1. OtherDuties

Perform any other fleet, vehicle administration, compliance, purchasing, documentation, coordination or operational duties assigned by Management. Assist Management in improving fleet administration processes, controls and cost efficiency. Support the implementation of new systems, procedures and digital tools to improve vehicle tracking, documentation and compliance.