Fleet Agent

Summary

The Fleet Agent is responsible for coordinating the availability, readiness, maintenance and movement of the rental fleet to ensure that vehicles are available for rental when required.

Key Responsibilities

• Maintain accurate records of all rental vehicles.
• Monitor vehicle availability and status.
• Coordinate vehicle allocation based on reservations and operational requirements.
• Monitor vehicle mileage and maintenance schedules.
• Coordinate routine servicing, inspections, repairs and tyre replacement.
• Ensure vehicles are maintained in safe and rental-ready condition.
• Coordinate with mechanics, dealerships and external service providers.
• Track vehicles that are out of service and monitor expected return dates.
• Monitor vehicle utilization and identify underutilized vehicles.
• Coordinate vehicle transfers between locations.
• Conduct or coordinate regular vehicle inspections.
• Maintain records of vehicle damage, repairs and maintenance.
• Monitor vehicle registration, licensing, insurance and other compliance requirements.
• Coordinate GPS tracking and vehicle monitoring systems.
• Maintain accurate vehicle key and documentation controls.
• Report fleet issues and operational risks to management.
• Assist with vehicle acquisition, disposal and replacement planning.
• Monitor fleet operating costs.
• Assist with tracking fuel consumption and other vehicle-related expenses.
• Ensure vehicles are properly prepared before being released for rental.
• Work closely with Reservation Agents to ensure vehicle availability matches confirmed bookings.
• Work closely with Valet Agents to coordinate vehicle movement and delivery.
• Prepare fleet utilization, maintenance and availability reports for management.
  
  

Qualifications

• Minimum 3–5 CXC/GCE subjects, including English Language and Mathematics preferred.
• Valid Barbados Driver’s Licence.
• Certificate or training in Automotive Services, Fleet Management, Transportation, Logistics, Hospitality, or Customer Service would be an asset.
• Basic computer literacy, including Microsoft Office, email and internet applications.
• Training in vehicle inspection, occupational health and safety, or defensive driving would be an advantage

Experience

• Minimum 2 years’ relevant work experience in fleet operations, car rental, automotive, transportation, logistics, or a related field.
• Experience conducting vehicle inspections and documenting vehicle condition.
• Experience recording mileage, fuel levels, vehicle damage and maintenance requirements.
• Experience coordinating vehicle servicing, repairs, cleaning and preparation.
• Experience operating different types of passenger vehicles.
• Previous customer service experience is preferred.
• Experience using fleet-management or car-rental software would be an asset. Good computer skills and experience with fleet or rental management systems preferred

Key Performance Indicators

• Fleet utilization rate.
• Vehicle availability.
• Vehicle downtime.
• Maintenance compliance.
• Preventive maintenance completion.
• Fleet operating cost per vehicle.
• Vehicle turnaround time.
• Accuracy of fleet records.
• Number of vehicle-related incidents.
• Compliance with registration, insurance and inspection requirements.