Job Overview
The Documentation Officer is responsible for managing all vehicle and driver records to ensure proper documentation, compliance, and accurate reporting of fleet activities. This role ensures that licenses, permits, insurance, and regulatory certificates are valid, organized, and easily accessible for operational and audit purposes.
Key Responsibilities
Maintain and update vehicle, driver, and fleet-related records
Ensure all fleet documents (licenses, permits, insurance, regulatory certificates) are valid and renewed on time
Organize, file, and archive documents in both physical and electronic formats
Verify accuracy and completeness of documents before filing or processing
Maintain an efficient document control system for easy retrieval of records
Track document expiration dates and notify relevant departments of upcoming renewals
Prepare and submit daily, weekly, and monthly documentation reports
Support internal and external audits with accurate and complete records
Ensure confidentiality, security, and proper handling of company documents
Coordinate with fleet, dispatch, HR, operations, and maintenance teams to obtain and update required information
Qualifications
Education
Bachelor’s Degree or Higher National Diploma (HND)
Field of Study:
Logistics, Supply Chain Management, Business Administration, or related discipline
Experience
1–3 years in documentation or logistics operations
Knowledge:
Documentation processes, record keeping, fleet records, and basic logistics operations
Skills & Competencies
Strong attention to detail and accuracy
Good organizational and record management skills
Basic computer proficiency (Microsoft Office)
Ability to maintain confidentiality and compliance standards