Description
The Assistant Manager – Fleet & Security is responsible for ensuring the efficient management of the organization's fleet operations and maintaining a safe, secure, and well-controlled Head Office environment. The role oversees fleet utilization, driver administration, fuel management, vehicle maintenance, security operations, CCTV surveillance, and the performance of both in-house and outsourced security personnel while ensuring compliance with company policies, regulatory requirements, and operational best practices.
Fleet Management:
- Manage the complete fleet operations of company-owned and leased vehicles.
- Ensure optimum vehicle utilization while maintaining operational efficiency.
- Develop and implement fleet policies, procedures, and compliance standards.
- Monitor vehicle allocation and movement to support business requirements.
- Maintain accurate fleet records including registration, insurance, permits, and compliance documentation.
- Coordinate vehicle replacement, disposal, and procurement activities as required.
- Prepare fleet-related reports, KPIs, and cost analysis for management.
Driver Management:
- Supervise company drivers and ensure professional conduct and discipline.
- Prepare driver duty rosters and allocate drivers according to operational requirements.
- Monitor driver attendance, leave, overtime, and performance.
- Ensure drivers possess valid licenses and comply with traffic regulations.
- Conduct periodic driver evaluations and safety awareness sessions.
- Investigate vehicle incidents, accidents, and traffic violations and recommend corrective actions.
Fuel Card & Fuel Management:
- Manage corporate fuel card issuance, allocation, and usage.
- Monitor fuel consumption and identify irregularities or misuse.
- Verify fuel expenses against mileage and vehicle utilization.
- Coordinate with fuel vendors regarding card management and issue resolution.
- Generate monthly fuel consumption reports and recommend cost-saving initiatives.
- Ensure compliance with company fuel usage policies.
Vehicle Repair & Maintenance (R&M):
- Plan and monitor preventive and corrective maintenance schedules.
- Coordinate repair and maintenance work with authorized workshops and vendors.
- Ensure timely servicing, inspections, and replacement of vehicle parts.
- Review repair quotations and control maintenance costs.
- Monitor vehicle condition and roadworthiness to ensure safety and reliability.
- Maintain complete maintenance history and service records for all vehicles.
Head Office Security Management:
- Ensure the overall physical security of the Head Office premises.
- Develop and enforce security procedures and access control protocols.
- Monitor visitor management systems and entry/exit procedures.
- Conduct routine security inspections and risk assessments.
- Respond promptly to security incidents and coordinate emergency response activities.
- Liaise with law enforcement and emergency services whenever required.
- Ensure compliance with organizational security standards and regulatory requirements.
CCTV Monitoring & Security Systems:
- Supervise the effective operation of CCTV surveillance systems.
- Ensure continuous monitoring of critical areas within the Head Office.
- Coordinate maintenance and functionality testing of CCTV equipment.
- Review CCTV footage for investigations and incident reporting.
- Maintain proper storage and confidentiality of surveillance recordings.
- Recommend improvements in surveillance coverage and security technologies.
Security Guard Management (In-house & Outsourced):
- Supervise the performance of in-house and outsourced security guards.
- Coordinate with third-party security service providers to ensure contractual compliance.
- Monitor guard attendance, deployment, discipline, grooming, and performance.
- Conduct regular inspections of security posts and patrol activities.
- Ensure adequate manpower coverage across all security locations.
- Arrange periodic security briefings, drills, and refresher training.
- Evaluate vendor performance and recommend improvements where necessary.
Compliance, Administration & Reporting:
- Ensure compliance with company policies, statutory regulations, and safety requirements.
- Maintain accurate documentation for fleet and security operations.
- Prepare monthly operational reports, budgets, and performance dashboards.
- Support annual budgeting and cost control initiatives.
- Develop Standard Operating Procedures (SOPs) for fleet and security functions.
- Assist management during audits and compliance reviews.
- Perform any additional duties assigned by management.
Required Skills
- Team management
- Coordination
- Analytical & reporting
- Works on ERP
Education
Bachelor's degree in Business Administration, Management, or related discipline.
Experience
3-4 years of relevant experience in fleet management, administration, facilities, or corporate security.
