Maintenance Executive

Key Responsibilities

1. Workshop Operations Management

• Coordinate daily vehicle maintenance and repair activities with workshops

and service vendors.

• Monitor vehicle repair status and ensure timely completion of jobs.

• Maintain proper records of service history, repair approvals, invoices, and

job cards.

• Ensure workshop compliance with company maintenance standards and

turnaround timelines.

• Follow up on pending repairs, spare parts availability, and escalations.

2. Driver Coordination

• Act as the primary point of contact between drivers and the maintenance

department.

• Assist drivers in reporting vehicle issues, breakdowns, and service

requirements.

• Coordinate vehicle handovers, workshop visits, and repair scheduling with

drivers.

• Maintain regular communication with drivers regarding vehicle readiness and

operational status.

3. Vehicle Breakdown & Issue Resolution

• Handle breakdown calls and coordinate immediate support actions.

• Diagnose reported issues based on driver feedback and arrange appropriate

support.

• Coordinate towing support, emergency repairs, and escalation handling

when required.

• Ensure closure of breakdown cases with proper documentation and root

cause reporting.

• Minimize vehicle downtime through proactive coordination and quick issue

resolution.

4. RSA (Roadside Assistance) Deployment

• Coordinate roadside assistance vendors during vehicle emergencies and

breakdowns.

• Monitor response time and ensure timely deployment of RSA teams.

• Track status until issue resolution or vehicle recovery is completed.

• Maintain records of RSA incidents, costs, and service quality.

5. PMS (Preventive Maintenance Scheduling)

• Prepare and maintain preventive maintenance schedules for all fleet

vehicles.

• Ensure vehicles are serviced as per kilometer, runtime, or manufacturer

recommendations.

• Coordinate timely vehicle movement for scheduled servicing and

inspections.

• Track overdue services and escalate delays to management.

• Maintain PMS dashboards and compliance reports.

6. Documentation & Reporting

• Maintain accurate maintenance MIS reports and operational dashboards.

• Prepare daily, weekly, and monthly reports on breakdowns, maintenance

costs, uptime, and vehicle availability.

• Maintain records of insurance, fitness certificates, permits, and service

documents where applicable.

• Support audit requirements by maintaining proper documentation and

records.

7. Vendor & Cost Management

• Coordinate with external workshops, spare part suppliers, and RSA vendors.

• Compare quotations and support cost optimization initiatives.

• Ensure repairs and services are completed within approved budgets.

• Verify invoices and submit for processing after validation.

Required Skills & Competencies

• Good understanding of vehicle maintenance and workshop operations.

• Strong coordination and communication skills.

• Ability to handle emergency situations and operational escalations.

• Basic knowledge of fleet management systems and MS Excel.

• Strong problem-solving and multitasking abilities.

• Ability to work under pressure and manage multiple vehicles simultaneously.