Company vehicles may be used every day for customer visits, employee travel, project work and other business activities. However, the responsibility for managing them may not sit with just one person.
Depending on the company, vehicle responsibilities may be shared between administration, HR, procurement, finance, operations, management and individual drivers. Some organizations may also appoint a dedicated coordinator.
There is no single structure that suits every business. Effective company vehicle management begins with understanding who handles each responsibility and where employees should go when they need support.
Company Vehicle Management Involves More Than Assigning Cars
Providing a vehicle to an employee or department is only the beginning. Once the vehicle is in use, there may be records to maintain, servicing dates to monitor, invoices to review and employee questions to answer.
For example, an employee may report a warning light to the administration team, while servicing is coordinated by operations. Procurement may communicate with the provider, and finance may review the related invoices.
This arrangement can work well when the responsibilities and points of contact are understood. The appropriate structure will depend on the number of vehicles, how they are used and the company’s internal processes.
Which Teams May Be Involved?
Company vehicle management may involve several teams, depending on the company’s structure, vehicle usage and internal processes.
|
Team |
How they may be involved |
|
Management |
Reviews whether the vehicle arrangement continues to support the company’s operational and financial needs. |
|
HR or Administration |
May maintain authorised-driver information, coordinate vehicle assignments and respond to employee questions. |
|
Procurement |
May communicate with providers, review proposals and manage documents related to the arrangement. |
|
Finance |
May process invoices, record vehicle-related expenses and review repeated or unexpected charges. |
|
Operations or Fleet Coordinator |
May monitor daily vehicle usage, servicing schedules, vehicle condition and reported issues. |
|
Individual Drivers |
May be responsible for using vehicles appropriately, reporting issues and following the company’s vehicle policy. |
Common Company Vehicle Responsibilities
Although the exact responsibilities vary, managing company vehicles commonly involves several areas.
- Vehicle and driver records
Companies may need to keep information about the vehicles, authorized drivers, assigned departments and usual operating locations.
Accurate records can make it easier to confirm who is using each vehicle and communicate any relevant updates.
- Servicing and vehicle condition
Servicing dates, warning lights, repairs and general vehicle condition may need to be monitored throughout the period of use.
Employees should have a clear way to report concerns so the relevant person or provider can respond according to the agreed process.
- Breakdowns and accidents
If a breakdown or accident occurs, drivers need to know who to contact and what information to provide.
The company may also need to coordinate internal reporting, communicate with the vehicle provider and maintain the relevant records.
- Costs and invoices
Vehicle-related costs may be reviewed by finance, procurement or management. This can include the agreed rental or leasing charges, fuel use, summonses, damage charges and other expenses that may apply.
The applicable charges and responsibilities will depend on the agreed terms.
- Vehicle returns and changes
A vehicle may need to be returned, replaced or reassigned when an employee changes roles, a project ends or the company’s requirements change.
Knowing who coordinates these changes can help the company communicate with employees and the provider more effectively.
How May Rental or Leasing Fit Into the Requirement?
Some companies purchase and manage their own vehicles, while others consider short-term rental, long-term rental or leasing.
The suitable arrangement may depend on the period of use, number of vehicles, expected mileage, vehicle purpose and the flexibility required by the business.
A rental or leasing proposal may also include certain vehicle-related services, depending on the arrangement. Before confirming a provider, the company should understand what is included, what remains its responsibility and who will provide support when an issue occurs.
Rental or leasing does not automatically remove every company vehicle management responsibility. The business may still need to maintain authorized-driver information, communicate internal policies, monitor usage and provide employees with a clear contact person.
Review Your Company Vehicle Requirements
Company vehicle management may involve several teams, from administration and operations to procurement and finance. A clear understanding of responsibilities can make it easier for employees to use the vehicles and know where to seek assistance.
If your company is reviewing its vehicle requirements, Hertz Malaysia can discuss your expected usage, rental period, number of vehicles and support needs with you.
Explore Hertz Malaysia’s:
Call Hertz Malaysia at +603-7650 8100 to discuss the available business vehicle rental and leasing arrangements.
Vehicle availability, rates, included services and rental or leasing terms are subject to discussion and confirmation by Hertz Malaysia.
