Vehicle Management Specialist

GSM - Green SM; Amsterdam; On-site; EUR 45,000 - 65,000; Full time

Job summary

Green SM is seeking a proactive Vehicle Management Specialist to support day-to-day fleet operations, asset control, and documentation. You will work with Operations, Fleet, Maintenance, and cross-functional teams to maximise fleet utilization and readiness.

Your role involves inspections, records management, and reporting on fleet performance, ensuring safety and regulatory compliance while maintaining high asset integrity.

Qualifications

• Bachelor's Degree or Diploma in Automotive Engineering, Mechanical Engineering, Transportation, Logistics, Business Administration, or a related field.
• 2-5 years of experience in fleet operations, vehicle management, automotive services, logistics, transportation, or asset management.
• Good understanding of vehicle operations, inspections, maintenance processes, and fleet management practices.
• Experience working with vehicle documentation, asset control, and operational reporting.
• Strong analytical and problem-solving skills with attention to detail.
• Proficiency in Microsoft Excel and fleet management systems.
• Good organizational and stakeholder management skills.
• Ability to manage multiple priorities in a fast-paced operational environment.
• Good communication skills in English; local language proficiency is an advantage.

Responsibilities

• Monitor daily vehicle yard operations and ensure vehicles are properly parked, tracked, and maintained.
• Support compliance with vehicle safety standards and driver vehicle handover procedures.
• Coordinate vehicle allocation, return, and shift handover activities to ensure operational readiness.
• Identify and report vehicle defects, damages, and operational issues, and coordinate follow-up actions with relevant teams.
• Support asset control processes and help prevent loss or misuse of vehicles, tools, spare parts, and operational supplies.
• Conduct routine vehicle inspections to ensure fleet safety, cleanliness, and operational standards.
• Perform monthly asset inventory checks and maintain accurate inspection records.
• Carry out periodic and ad-hoc inspections based on operational requirements.
• Follow up on inspection findings and ensure corrective actions are implemented in a timely manner.
• Support compliance with internal policies and local regulatory requirements related to fleet operations.
• Maintain accurate vehicle information and status updates within fleet management systems.
• Manage vehicle records, including registration documents, insurance records, inspection certificates, and maintenance documentation.
• Ensure all vehicle-related documents are properly stored, organized, and updated.
• Support vehicle onboarding, offboarding, transfer, and asset tracking processes.
• Monitor vehicle utilization, availability, and operational status across the fleet.
• Track and report vehicles that are inactive, underutilized, or at risk of operational disruption.
• Prepare regular reports on vehicle conditions, fleet performance, asset utilization, and operational trends.
• Analyze fleet data and provide recommendations to improve vehicle efficiency, utilization, and overall fleet performance.
• Support the implementation and monitoring of improvement initiatives and action plans.

Skills

Analytical skills

Attention to detail

Stakeholder management

Multitasking

Communication in English

Education

Bachelor's/Diploma in related field

Tools

Microsoft Excel

Fleet management systems

Job description

Green SM is seeking a proactive and detail-oriented Vehicle Management Specialist to support the day-to-day management and operational readiness of the vehicle fleet. This role is responsible for vehicle asset control, fleet inspections, vehicle documentation, yard operations, and performance monitoring to ensure vehicles are safe, compliant, and ready for operation.

Working closely with Operations, Fleet, Maintenance, and other cross-functional teams, the Vehicle Management Specialist will help maximize fleet utilization, minimize downtime, and maintain high standards of vehicle quality and asset management.

Key Responsibilities

1. Vehicle Yard & Fleet Operations

• Monitor daily vehicle yard operations and ensure vehicles are properly parked, tracked, and maintained.
• Support compliance with vehicle safety standards and driver vehicle handover procedures.
• Coordinate vehicle allocation, return, and shift handover activities to ensure operational readiness.
• Identify and report vehicle defects, damages, and operational issues, and coordinate follow-up actions with relevant teams.
• Support asset control processes and help prevent loss or misuse of vehicles, tools, spare parts, and operational supplies.

2. Vehicle Inspection & Compliance

• Conduct routine vehicle inspections to ensure fleet safety, cleanliness, and operational standards.
• Perform monthly asset inventory checks and maintain accurate inspection records.
• Carry out periodic and ad-hoc inspections based on operational requirements.
• Follow up on inspection findings and ensure corrective actions are implemented in a timely manner.
• Support compliance with internal policies and local regulatory requirements related to fleet operations.

3. Vehicle Records & Documentation Management

• Maintain accurate vehicle information and status updates within fleet management systems.
• Manage vehicle records, including registration documents, insurance records, inspection certificates, and maintenance documentation.
• Ensure all vehicle-related documents are properly stored, organized, and updated.
• Support vehicle onboarding, offboarding, transfer, and asset tracking processes.

4. Fleet Monitoring, Analysis & Reporting

• Monitor vehicle utilization, availability, and operational status across the fleet.
• Track and report vehicles that are inactive, underutilized, or at risk of operational disruption.
• Prepare regular reports on vehicle conditions, fleet performance, asset utilization, and operational trends.
• Analyze fleet data and provide recommendations to improve vehicle efficiency, utilization, and overall fleet performance.
• Support the implementation and monitoring of improvement initiatives and action plans.

Requirements

• Bachelor's Degree or Diploma in Automotive Engineering, Mechanical Engineering, Transportation, Logistics, Business Administration, or a related field.
• 2-5 years of experience in fleet operations, vehicle management, automotive services, logistics, transportation, or asset management.
• Good understanding of vehicle operations, inspections, maintenance processes, and fleet management practices.
• Experience working with vehicle documentation, asset control, and operational reporting.
• Strong analytical and problem-solving skills with attention to detail.
• Proficiency in Microsoft Excel and fleet management systems.
• Good organizational and stakeholder management skills.
• Ability to manage multiple priorities in a fast-paced operational environment.
• Good communication skills in English; local language proficiency is an advantage.