Faheem Ayaz

XAD Technologies LLC Aug 2023-Till Date
Fleet Operations Manager - XAD GROUP
(Handling 1500 + company owned and rented vehicles for Fleet Management projects in Etisalat, Du, Nokia, Huawei - XAD
Auto Workshop - XAD Rental - XAD Delivery Service - XAD Auto Mobile)
Fleet Management: Managing the overall fleet operations with team of Supervisors, Coordinators, Drivers, Technician,
including vehicles and maintenance. This involves ensuring vehicles are well-maintained, operational, and comply with safety
and regulatory standards.
Budgeting and Cost Control: Developing and managing budgets for the fleet department, controlling costs associated with
vehicle acquisition, maintenance, fuel, insurance, and repairs.
Procurement and Acquisition: Identifying and acquiring new vehicles or equipment as needed, negotiating with suppliers for
cost-effective deals, and ensuring the fleet meets the organization's operational requirements.
Regulatory Compliance: Staying updated on transportation regulations, licenses, permits, and ensuring the fleet operations
comply with local, state, and federal laws.
Driver Management: Recruiting, training, and managing drivers, ensuring they are qualified, licensed, and trained in safety
protocols. Implementing driver performance evaluation systems and disciplinary actions when necessary.
Vehicle Maintenance: Overseeing maintenance schedules, repairs, and inspections to ensure vehicles are safe, efficient, and
compliant with regulations. Coordinating with maintenance teams or external service providers.
Fuel Management: Implementing strategies to optimize fuel efficiency, monitoring fuel usage, and identifying cost-saving
opportunities. Managing fuel cards and ensuring proper usage.
Fleet Analytics and Reporting: Collecting and analyzing data on fleet performance, expenses, utilization, and efficiency.
Generating reports for management to make informed decisions and improve overall fleet operations.
Risk Management: Identifying and mitigating potential risks associated with fleet operations, including insurance, safety
procedures, and emergency response plans.
Environmental and Sustainability Initiatives: Developing and implementing strategies to reduce the environmental impact of
the fleet, such as adopting cleaner fuels, implementing eco-friendly practices, and exploring alternative transportation options.
Collaboration and Communication: Liaising with different departments within the organization, collaborating with
stakeholders, and maintaining effective communication channels to ensure smooth operations and address any concerns or
requirements.
Continuous Improvement: Monitoring industry trends, technology advancements, and best practices to identify opportunities
for process improvement, cost savings, and enhanced efficiency within the fleet operations.

● Handling a team of Dispatchers, Fleet Coordinator, Inventory Controller and Drivers with 200 + all kind of waste collection vehicles.
● Responsible for Fleet OPS from sale order to disposing of the waste.
● Responsible for Breakdown / Replacement and Preventive maintenance of the Fleet.
● Follow up with Fleet Coordinator and workshop to avoid delay in OPS.
● Monitoring the inventory setup and checking the available stock for any replacement or new order.
● Handling the daily OPS and monitoring the dispatcher to avoid any delay and fixing the issue by taking the decision for road mapping and allocation of drivers with Fleet as per operational demand.
● Involve in schedule preparation of collection as operational priorities.
● Monitoring GPS to avoid any violation from Tadweer.
● Using Fleet Management software for staff utilization matters.
● Attending customer complaints.
● Training drivers for the operational behavior and arranging for the HSE training.
● Monitoring the document controller for all necessary documents and passes to (Gate pass, Manifest, License, Reg card, vehicles insurance etc)
● Analyzing and submitting weekly OPS reports to MD.
● Dealing with vendors and suppliers for operational requirement for leasing vehicle and equipment and manpower for any urgency or short time project.
● Visiting clients to the inspection of staff and solving the complaints if any.
● Analyzing data to increase business operational efficiency.
● Distribution of workload and solving the day to day operation issues.
● Conducting regular inspections for the purpose of ensuring work quality, performance and production, and ensuring that staff performance is meeting established standards and expectations.
● Providing inputs for departmental budget and manage budgeted expenditures.
● Monitoring Quality inspectors as well and checking their daily reports.
● Monitoring and fuel and toll gates (salik & Darb) consumptions
● Working closely with HSE team for making sure all staff are being inducted and regular inductions are going on.

• Working on UAE Government Project TAW-SEEL as a Fleet Incharge.
• Handling fleet of 600 + vehicles and a team of Fleet Coordinators and drivers.
• Being the first point of contact for any fleet related issues and reporting them to the related departments.
• Overviewing fleet maintenance issues, SALIK, registration expiry and other related issues.
• Decide the vehicles to be bought and how they are to be equipped
• Regularly report expenses and performances of the fleet to the management of the company
• Draw up a budget for the company’s fleet management department and present it to management for further analysis and approval
• Ensure compliance of the company with government regulations that have to do with the transportation industry
• Take preventive measure to ensure safety of vehicles and drivers too
• Make sure vehicles are always ready and available to meet orders by scheduling and monitoring current trends in the industry, so as to enable forecasts
• Make sure that all vehicles are properly registered; carry out inspection on regular basis
• Take part in different workshops and/or programs to keep up with new trend in the industry
• Monitor fuel purchases by administering fuel cards for all vehicles to their respective drivers. This is done in order to regulate costs/expenses.
• Maintaining operations inventories.
• Perform site inspections regularly to the client's and supplier's premises.
• Maintaining detailed records of vehicle servicing and inspection.
• Dealing with sub-contractor for maintenance and IT other fleet related issues.
• Checking ENOC, ADOC & traffic fines and informing the concern department or person for the any attention .
• Coordinated with corporate Quality and HSE Department in identifying system requirements and following up for close outs and to monitor the performance.

• Supervising all operation activities of UAE.
• Handling 750 + company fleet.
• Analyzing data to increase business operational efficiency.
• Monitoring driver behavior and ensuring a high level of customer service.
• Monitoring dashboard from the point of placing the order in system (application) assigning of driver to safe till the on-time delivery to customer.
• Involve in preparing duty roster, working zone for the drivers.
• Distribution of work load and solving the day to day operation issues.
• Conducting regular inspections for the purpose of ensuring work quality, performance and production, and ensuring that staff performance is meeting established standards and expectations.
• Involve in meeting with partner and suppliers for onboarding and improving the quality of business.
• Maintaining detailed records of vehicle servicing and inspection.
• Monitoring Quality inspectors on dashboard as well and checking their daily reports.
• Proving weekly report to the management also suggesting solutions for the improvement with management approval.
• Checking fuel bills and other operation expenses.
• Assessing incidents, complaints and/or accidents for the purpose of resolving or recommending a resolution to the situation.
• Developing long and short range transportation plans/programs.
• Inspects completed projects for the purpose of ensuring compliance with work order and relevant trade standards
• Participating in meetings and seminars for the purpose of conveying and/or gathering information required to perform functions
• Active involvement in hiring, planning, training, advising, contract implementation etc. for the purpose of ensuring that the department functions work in a safe and efficient manner.
• Developing procedures and train employees on stock transaction procedures and proper material handling following HSE instructions.
• Maintaining maintenance of vehicles, equipment, and material handling equipment by preventive maintenance and inspection for defects. Notifies maintenance personnel or contacts outside service facility for repair.
• Providing inputs for departmental budget and manage budgeted expenditures.

Major Contracts - GHQ - DOT - RTA

•Responsible to greet and ensure hospitality of walk-in customers and assist them for their purpose of visit. Maintenance of visitor records for future reference
•Responsible for conducting vehicle receiving inspection upon entry to workshop for the preparation of workshop orders and clarifying customer concerns on vehicle service and keeping them updated throughout the service.
•Involved in booking appointments for customers in order to reduce lead time of any vehicles inside workshop ensuring customer support and satisfaction
•Responsible for categorization of workshop orders (Warranty, Dealership, Running Repairs, Accident, Promotional, Free service etc., ), updating the vehicle master on company’s owned dealer management system through ORACLE, checking credit rates, opening job cards and handing over vehicles and preliminary reports to concerned Service Engineer.
•Coordinated with insurance companies for insurance claims and assisted service marketing officer in negotiating and approval of insurance claims and responded to customer wish on insurance limits.
•Monitored productivity of Technicians by calculated available workshop hours and productive hours for each trade technician and assisted data entry operators for feeding data in the dealer management system.
•Assisted senior service advisors and engineers for preparing service estimates for each service by sorting out customer wish on critical quality parameters over vehicle service.
•Spearheaded efforts on getting approvals from customers for the service estimates and involved in offering promotions and additional services as per the revenue target decided by the company.
•Responsible for keeping customers updated on service and preparing Performa invoice after completion of service that to be submitted to the customer. Assisted administrators for collecting payments and LPO’s.
•Prepared final invoices and responsible for reporting to finance division for all transactions made and updating the system accordingly.
•Assisted Final inspectors in getting feedbacks on service and coordinated with quality department for filling out gaps and ensuring good quality service. Reported monthly to head service quarters on percentage on successful service compliance.
•Monitored repeated jobs and assisted service engineers to frame corrective action plan for re-service.
•Kept records over vehicle service history, open service information and pending repairs in any and coordinated with customers to fulfil the service requirements.
•Communicating with supplier and outside contractor for repairs and maintenance r if required from them also negotiating on their quotation and providing Purchase Orders.
•Responsible for receiving all incoming calls, e-mails and fax messages and distributing/informing to the concerned persons for action after perusal and job allocation by the service general manager.
•Responsible for preparation of duty rosters for housekeeping staffs and security guards ensuring proper job rotation and compliance to organizational quality standards.
•Monitored and handled service requirements on company owned fleet vehicles and coordinated with fleet service engineer for periodic and preventive maintenance of all fleet vehicles.
•Monitored electricity, fuel and water consumption of service facility and assisted facilities coordinator for timely bill payments and service upon requirements.
•Involved in pre-screening and post-screening of driver applications for jobs in workshops, conducted driver’s test and keeping all their personal records on file to suggest the best possible driver for selection.
•Coordinated with corporate Quality and HSE Department in identifying system requirements and following up for close outs and to monitor the performance.