Assistant Manager - Fleet & Security

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.