Executive (Fleet Operations)

The Executive, Fleet Operations supports the day-to-day coordination, tracking, documentation, and follow-up of ambulances operated by AMS under the Government Emergency Medical Services GOCO contract. 

As the ambulances are Government-owned and operated by AMS, the role supports proper fleet accountability, vehicle readiness, defect tracking, fuel / diesel usage verification, vendor follow-up, and documentation required for operational and reporting purposes. 

This is an execution and coordination role. The Executive, Fleet Operations will work closely with Fleet Supervisors and report to the EMS Operations Manager, Government Emergency Medical Services. 

Job Description:

A. Daily Fleet Readiness Support 

• Monitor the daily serviceability status of Government EMS ambulances operated by AMS. 
• Update the daily vehicle readiness tracker. 
• Follow up with Fleet Supervisors and station teams on vehicle check status. 
• Record vehicles that are on-run, under repair, awaiting servicing, or unavailable. 
• Escalate critical vehicle defects or ambulance downtime to the EMS Operations Manager. 
• Support arrangements for spare or replacement ambulances where instructed. 

B. Defect Tracking and Follow-up 

• Maintain the central defect tracker for Government EMS ambulances. 
• Record defects reported by crews, Fleet Supervisors, or station teams. 
• Follow up with the fleet vendor or workshop vendor on repair status. 
• Obtain estimated completion dates and update the Operations team. 
• Ensure defect closure is supported by job sheets, photos, vendor updates, or repair records. 
• Highlight repeated defects or unresolved issues to the EMS Operations Manager. 

C. Fuel / Diesel Usage Data Processing 

• Collate and process fuel / diesel usage data for Government EMS ambulances. 
• Verify fuel / diesel records against mileage, deployment records, and vehicle usage where required. 
• Prepare fuel / diesel usage summaries for internal review and verification with the Government EMS stakeholder. 
• Identify missing records, abnormal usage, or discrepancies for further checking. 
• Follow up with Fleet Supervisors or station teams to clarify fuel / diesel record gaps. 
• Maintain proper fuel / diesel documentation for reporting, audit, and contract verification purposes. 

D. Fleet Vendor Coordination and KPI Data Support 

• Liaise with the appointed fleet vendor on servicing, repairs, breakdowns, and defect rectification. 
• Track vendor response times, repair turnaround times, repeat defects, and outstanding repair cases. 
• Update vendor KPI records based on available data and supporting documents. 
• Assist the EMS Operations Manager in monitoring the fleet vendor’s KPI performance. 
• Escalate vendor delays, incomplete updates, poor workmanship, or unresolved defects to the EMS Operations Manager. 
• Ensure vendor job sheets, repair records, and closure updates are properly filed. 

The role supports vendor KPI monitoring through data collection and tracking. Overall vendor performance management remains under the EMS Operations Manager. 

E. Preventive Maintenance and Servicing Coordination 

• Maintain the preventive maintenance and servicing schedule for Government EMS ambulances. 
• Track upcoming servicing, inspection, and maintenance due dates. 
• Coordinate servicing appointments with the fleet vendor or workshop vendor. 
• Update Operations on vehicles scheduled for servicing and expected downtime. 
• Ensure servicing records and job sheets are filed after completion. 
• Highlight servicing delays or missed maintenance schedules to the EMS Operations Manager. 

F. Accident and Incident Documentation Support 

• Assist in collecting documents for vehicle-related accidents or incidents. 
• Compile photographs, crew statements, vendor reports, workshop reports, and repair updates where required. 
• Track vehicle repair status and downtime following accidents. 
• Support accident reporting administration as directed by the EMS Operations Manager. 
• File accident and incident records properly for future reference. 

G. GOCO Fleet Documentation and Records - M aintain records for each Government EMS ambulance, including: 

• Daily readiness status 
• Defect reports 
• Repair records 
• Servicing records 
• Vendor job sheets 
• Accident records 
• Fuel / diesel usage records 
• Mileage records 
• Vehicle movement records 
• Downtime records 
• Return-to-service updates 
• Vendor KPI tracking records 

H. Support to Fleet Supervisors and Station Teams 

• Work with Fleet Supervisors to ensure vehicle-related updates are captured accurately. 
• Follow up on missing vehicle check records, fuel entries, defect photos, and repair updates. 
• Support station teams in clarifying fleet documentation requirements. 
• Assist in preparing fleet updates for Operations meetings. 
• Reinforce proper reporting channels for vehicle defects, refuelling, cleanliness, and vehicle usage. 

The Executive is not expected to directly manage station teams or Fleet Supervisors, but is expected to coordinate closely with them. 

Requirements:

• Good administrative and coordination skills. 
• Strong follow-up discipline. 
• Ability to maintain trackers accurately. 
• Basic understanding of vehicle operations, servicing, and fleet readiness. 
• Ability to communicate with vendors, supervisors, crews, and internal teams. 
• Basic data handling skills, especially for fuel / diesel usage, mileage, servicing records, and vendor KPI tracking. 
• Good attention to detail. 
• Willingness to learn ambulance fleet operations and Government EMS requirements. 
• Prior experience in fleet coordination, logistics, transport operations, workshop coordination, or operations administration. 
• Experience handling fuel records, mileage records, vendor invoices, or vehicle documentation will be advantageous. 
• Experience in ambulance, healthcare transport, emergency services, or government contract operations will be advantageous but not mandatory. 
• Class 3 driving licence preferred but not mandatory.