Fleet Documentation Incharge

Gurugram - India

Monthly Salary: Not Disclosed

Posted on: 21 hours ago

Vacancies: 1 Vacancy

Job Summary

Position / Job Title - Fleet Documentation in-charge

Function - Fleet Operations

Job Location- Sector 32 Gurgaon

Education - Graduate And Post-graduate

Experience(yrs - 2 To 7 Years

Job Purpose

We 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 Handling

all 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 & Records

Maintain records of driver-related documents

DL Aadhar / ID Proofs Training Certificates if any BGV & Happay card

4- Fleet Recordkeeping & Data Management

Maintain digital and physical records systematically.

Update software / ERP systems with document statuses.
Generate reports for management (expiry lists compliance status risk alerts).

5- Coordination & Communication

Liaising with RTO Officials & Agents Insurance Companies Compliance/audit departments

6-Risk Management & Audits

Conduct 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 off

Collecting Bank NOC & timely removal of HP

Making the list of under sale vehicles based on vehicle age & performance & planning to sale/ scrap

Ensuring RC Cancellation of sold vehicles & De- Registering on time to avoid Tax liability

8-Managing Lubes / Battery / Tyres

Managing Stock and issuing new indents

Identifying Potential suppliers & Negotiating the Rates

Timely 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 & ERP

Excellent 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

Position / Job Title - Fleet Documentation in-charge Function - Fleet Operations Job Location- Sector 32 Gurgaon Education - Graduate And Post-graduate Experience(yrs - 2 To 7 Years Job Purpose We are looking for an experienced candidate who will represent as Documents In-Charge...