Operational machinery and incidents follow-up employee

The incumbent contributes to supporting the continuity of transportation and logistics operations by ensuring the readiness of vehicle files, following up on accidents, violations and damages, and coordinating with relevant internal parties, in accordance with the company’s approved systems and procedures.

Required Qualifications:

• University degree or associate's degree
• Two to three years of practical experience in tracking machinery, accidents, or administrative and operational transactions

• Sound knowledge of procedures related to machinery, accidents, and official documents

• Excellent report writing and record-keeping skills

• Proficiency in Microsoft Office applications, especially Excel and Word
• Willingness to conduct field visits or respond to emergencies when needed

• Basic knowledge of insurance and claims management is an asset

• Valid driver's license is an asset

Required Skills:

• Ability to organize large volumes of documents and data

• Accuracy in data entry and document review

• Ability to prepare clear and well-documented reports

• Ability to prioritize tasks based on their importance and impact on operations

• Commitment to confidentiality

1. Vehicle Transactions Management:

• Monitoring official documents related to company vehicles, including traffic, operational, and insurance documents, in accordance with applicable regulations.

• Maintaining a central and up-to-date record for each vehicle, including its serial number, type, ownership, documentation, renewal dates, and any related notes.

• Monitoring document expiration dates and providing advance notice to relevant departments before expiration.

• Ensuring that original and electronic copies of documents are stored in an organized and easily accessible manner.

• Tracking any changes to a vehicle's status, such as ownership transfer, data changes, decommissioning, or relocation.

• Submitting periodic reports on vehicles requiring action, updates, or maintenance.

2. Vehicle Accidents Management:

• Receiving and immediately registering accident reports related to company vehicles according to the approved form.

• Gathering essential accident information, such as location and time, the vehicle and driver involved, other parties, damages, and witnesses, if any.

• Ensuring that accident reports and supporting documentation are complete. • Prepare a separate file for each incident, including all correspondence, reports, photos, documents, and actions taken.

• Report observations that help reduce the recurrence of accidents or violations.

• Follow up on any transactions or procedural requirements related to the company's sites, vehicles, and operational processes.

• Coordinate with site managers and supervisors to ensure the availability of required documents and records.

• Track incoming and outgoing correspondence related to vehicles, accidents, and sites.

3. Internal and External Coordination:

• Act as a liaison between the Operations Department, Fleet Management, Maintenance, Finance, Human Resources, and Legal Department when needed.

• Coordinate with drivers, supervisors, and site managers to obtain information and documents in a timely manner.

• Follow up on transactions with official entities, insurance companies, workshops, and other relevant parties, within the scope of approved authority.

• Maintain the confidentiality of information related to accidents, vehicles, drivers, and the company.

• Do not share any information or documents outside of official, approved channels. 4. Reporting and Archiving:

• Prepare periodic reports on the status of vehicle transactions and expired or near-expired documents.

• Prepare a monthly report on open and closed incidents, reasons for delays, costs, and recurring observations.

• Continuously update vehicle and incident databases and records.

• Organize paper and electronic archives according to a clear system that ensures easy access to files.