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.
