Fleet Manager

JOB DESCRIPTION – FLEET MANAGERCompany: Prashar Road Carriers Pvt. Ltd.

Industry: Transportation and Logistics

Department: Fleet Operations

Reporting To: Head of Department / Director

Location: Delhi NCR

Employment Type: Full-Time

About the CompanyPrashar Road Carriers Pvt. Ltd. is an established logistics company operating since 1993. The company provides Full Truck Load, Part Truck Load, local transportation, warehousing, air, rail and express cargo services across India.

Job SummaryThe Fleet Manager will be responsible for the profitable, safe and efficient operation of the company’s owned commercial vehicles. The role includes vehicle planning, driver management, route monitoring, maintenance control, fuel management, documentation, trip profitability and daily reporting.

The Fleet Manager will be personally accountable for ensuring maximum vehicle utilisation, minimum operating cost, timely deliveries and strict control over drivers, fuel, repairs, advances and vehicle documents.

• Key Responsibilities1. Vehicle Planning and UtilisationPlan and deploy every vehicle to achieve maximum monthly running and revenue.
• Coordinate with the Traffic, Commercial, Marketing and Operations teams for availability of profitable loads.
• Minimise vehicle idle time, empty running and unnecessary detention.
• Arrange suitable return loads before or immediately after delivery.
• Ensure vehicles are not dispatched on commercially unviable trips without written approval.
• Maintain a daily availability and placement plan for all vehicles.
• Prioritise profitable movement on approved routes, including Delhi NCR, Gujarat, Vapi and Mumbai sectors.
• 2. Driver ManagementRecruit, verify and manage qualified heavy-commercial-vehicle drivers.
• Verify driving licence, Aadhaar, address, police verification, references and previous employment before deployment.
• Conduct daily communication with every driver regarding location, vehicle condition, delivery status and next movement.
• Ensure drivers follow assigned routes, scheduled halts and company instructions.
• Monitor driver attendance, conduct, driving discipline and performance.
• Prevent unauthorised vehicle use, route deviation, overloading and carrying of unauthorised goods or passengers.
• Enforce zero tolerance for alcohol, drugs, theft, misbehaviour and unsafe driving.
• Arrange replacement drivers promptly to avoid vehicle idling.
• Recommend driver incentives or disciplinary action based on measurable performance.
• 3. Trip and Route MonitoringMonitor every vehicle through GPS, SIM-based tracking, toll records and direct driver communication.
• Ensure a tracking link is generated and shared for every dispatched vehicle.
• Track loading, departure, transit, arrival, unloading and POD collection.
• Immediately escalate delays, breakdowns, accidents, route deviations or customer-related issues.
• Ensure drivers complete the required daily running while complying with road-safety and mandatory-rest requirements.
• Maintain accurate estimated and actual delivery timelines.
• Coordinate with customers, branches and unloading locations for timely vehicle release.
• 4. Fuel and Mileage ControlRecord fuel issued and purchased vehicle-wise and trip-wise.
• Monitor mileage against the prescribed vehicle benchmark.
• Cross-check fuel consumption with kilometres travelled, GPS records, load weight and route conditions.
• Prevent fuel theft, false bills, unauthorised refuelling and excess consumption.
• Investigate every case of mileage below the approved benchmark.
• Maintain fuel-card, cash-fuel and diesel-advance records.
• Submit a weekly vehicle-wise mileage and fuel-variance report.
• 5. Maintenance and Breakdown ManagementMaintain preventive-maintenance schedules for every vehicle.
• Ensure timely servicing, lubrication, tyre inspection, brake inspection and replacement of essential parts.
• Conduct or arrange pre-trip and post-trip vehicle inspections.
• Maintain vehicle-wise repair and maintenance history.
• Obtain estimates and approval before undertaking major repairs.
• Verify repair bills, replaced parts and workshop work before payment approval.
• Keep breakdown time and repair expenses under strict control.
• Maintain relationships with reliable workshops, mechanics, tyre vendors and roadside-assistance providers.
• Ensure spare tyres, tools, safety equipment and essential emergency items are available in every vehicle.
• 6. Tyre ManagementMaintain a tyre register containing tyre number, make, purchase date, fitting date, vehicle position and kilometres covered.
• Monitor tyre rotation, alignment, air pressure, retreading and replacement.
• Investigate premature tyre failure and driver negligence.
• Control tyre inventory and disposal of scrap tyres.
• Submit a monthly tyre-cost and tyre-performance report.
• 7. Documentation and Legal ComplianceEnsure that the following documents remain valid and available:
• 
  
• Registration Certificate
• Fitness Certificate
• National and state permits
• Insurance
• Pollution Under Control Certificate
• Road tax
• FASTag
• Driver’s licence
• E-way bill and consignment documents
• Any other statutory transport documents
• Maintain a document-expiry calendar and initiate renewals well in advance.
• Ensure compliance with applicable transport, road-safety and motor-vehicle regulations.
• Maintain records of challans, accidents, insurance claims and legal matters.
• Prevent dispatch of any vehicle or driver with expired or incomplete documents.
• 8. Trip Expenses and Advance ControlPrepare and approve trip-expense estimates according to route, distance, tolls, fuel and applicable allowances.
• Record all advances issued to drivers.
• Ensure that every driver submits bills and settles the previous trip advance before receiving a new advance, except with written approval.
• Verify tolls, fuel bills, repair bills, loading/unloading expenses and other trip expenses.
• Prevent duplicate, inflated, unsupported or unauthorised claims.
• Submit completed trip sheets and supporting documents to Accounts within the prescribed timeline.
• 9. Delivery and POD ControlEnsure safe and timely delivery of every consignment.
• Instruct drivers to obtain a properly signed and stamped Proof of Delivery.
• Ensure PODs are collected and submitted within 15 days of delivery or within the customer’s prescribed timeline.
• Maintain a daily pending-POD report.
• Coordinate with drivers, branches and customers to recover pending PODs.
• Immediately report shortages, damages, remarks, refusal of delivery or detention.
• Hand over PODs and trip documents to the ERP/Billing team against acknowledgement.
• 10. Accident and Emergency ManagementRespond immediately to accidents, breakdowns, theft, cargo damage and other emergencies.
• Arrange police intimation, photographs, survey, towing, repairs and alternate vehicles wherever required.
• Inform management, the customer, insurer and concerned authorities without delay.
• Protect the cargo and prevent further loss after an incident.
• Maintain complete accident and insurance-claim documentation.
• Conduct an internal review and recommend preventive measures after every major incident.
• 11. Cost and Profitability ControlPrepare a vehicle-wise and trip-wise profitability statement.
• Monitor the following costs:
• 
  
• Fuel
• Driver salary and allowance
• Toll and route expenses
• Repairs and maintenance
• Tyres
• Insurance and permits
• Detention and penalties
• EMI and depreciation, where applicable
• Empty-running cost
• Compare expected revenue with the complete trip cost before deployment.
• Identify loss-making vehicles, routes, customers and operating practices.
• Recommend measures to improve fleet profitability and asset utilisation.
• Work with the Commercial Manager to determine minimum viable freight for each route.

Mandatory Daily ReportThe Fleet Manager must submit a written daily report every evening containing:

• Vehicle number
• Driver name and contact number
• LR/GR number
• Customer name
• Origin and destination
• Loading date
• Current vehicle location
• Current trip status
• Expected delivery date
• Actual delivery status
• POD status
• Advance paid
• Fuel purchased
• Kilometres travelled
• Mileage achieved
• Freight revenue
• Trip expenses
• Vehicle availability
• Breakdown or maintenance status
• Next-load planning
• Issues requiring management attention

Failure to submit the daily report without valid authorisation may be treated as failure to perform assigned duties and may affect attendance and performance evaluation.

Key Performance IndicatorsPerformance will be evaluated on:

• Vehicle utilisation percentage
• Loaded kilometres versus empty kilometres
• Monthly revenue per vehicle
• Trip-wise and vehicle-wise profitability
• Fuel efficiency and mileage variance
• On-time pickup and delivery percentage
• Average vehicle idle time
• Return-load arrangement
• Maintenance cost per kilometre
• Number and duration of breakdowns
• Tyre life and tyre cost per kilometre
• Driver retention and discipline
• Accident and challan frequency
• Timely settlement of driver advances
• Percentage of PODs received within 15 days
• Accuracy and punctuality of daily reports
• Compliance with documentation and renewal deadlines
• Required Qualifications and ExperienceGraduate or diploma holder; transport or automobile qualification preferred.
• Minimum 5 years of relevant experience managing commercial trucks or heavy vehicles.
• Practical knowledge of 12-wheel, 14/15-wheel and multi-axle vehicles is preferred.
• Strong understanding of diesel consumption, mileage, tyres, repairs, permits, tolls and trip expenses.
• Experience managing drivers and resolving on-road operational issues.
• Knowledge of major transport routes, especially Delhi NCR, Gujarat and Maharashtra.
• Comfortable using GPS systems, WhatsApp, email, Excel and transport ERP software.
• Ability to prepare daily MIS and vehicle-wise profitability reports.
• Willingness to remain available for urgent fleet matters outside normal working hours.
• Essential SkillsStrong leadership and driver-handling ability
• High level of honesty and accountability
• Commercial and cost-control mindset
• Knowledge of vehicle maintenance
• Route and load-planning ability
• Negotiation and vendor-management skills
• Crisis-management capability
• Accurate documentation and reporting
• Basic Excel and ERP proficiency
• Clear written and verbal communication

Behavioural ExpectationsThe Fleet Manager must:

• Protect company vehicles, cargo, money and reputation.
• Maintain complete transparency in fuel, repairs, advances and vendor dealings.
• Never accept commissions or personal benefits from workshops, fuel stations, drivers or vendors.
• Avoid providing false vehicle locations, fabricated reports or incorrect expense information.
• Immediately disclose accidents, cargo damage, theft, breakdowns and financial irregularities.
• Maintain confidentiality of company rates, customers and operational information.
• Follow management instructions and cooperate with all departments.

Any fraud, deliberate misreporting, fuel theft, unauthorised expense, document manipulation or concealment of material information may result in disciplinary action, including termination and recovery of losses as permitted by law.

CompensationSalary will be based on experience, operational knowledge and interview performance. A performance-linked incentive may be offered against measurable improvements in fleet utilisation, mileage, cost control, POD compliance and profitability.

Application DetailsInterested candidates may submit their CV along with details of:

• Current and expected salary
• Notice period
• Commercial fleet size previously managed
• Types of vehicles handled
• Routes managed
• Experience with GPS, ERP and fleet MIS
• References from previous employers

Prashar Road Carriers Pvt. Ltd.

Operating Since 1993