Executive - Transport

Job Title

Job Description Summary

Job Description

Executive - Transport

This role is responsible for responsible for overseeing daily transportation operations, ensuring smooth coordination of staff and vehicle movement. The role involves managing vendor relationships, route planning, cost optimization, adherence to compliance and safety standards, and addressing employee transport requirements. Also handle MIS reporting, monitor service quality, resolve escalations, and support in implementing process improvements for efficient and safe transport services.

Service Delivery

• Deliver high-quality, prompt, and courteous transport management services.
• Ensure smooth daily transport operations while maintaining service standards.
• Attend to emergencies, including medical transport needs, ensuring minimal disruption.

Coordination & Communication

• Liaise daily with the Customer’s Transport Manager on operational matters.
• Escalate all issues beyond delegated authority to the Transport Manager.
• Coordinate with vendor operations teams to ensure timely employee pickups and drops.
• Attend and respond to employee calls regarding day-to-day transport issues.
• Communicate any SOP changes or process updates to the Transport Manager.

Fleet & Vendor Management

• Monitor and control fleet deployment by vendors (drivers and vehicles).
• Ensure compliance with safety and quality norms before dispatch (seat belts, first-aid kit, fire extinguisher, communication system, and driver readiness).
• Validate cab-in times and cross-check with cab requests.
• Coordinate vehicle maintenance and servicing schedules.
• Ensure vendor adherence to operational standards and office decorum.
• Report all vendor non-compliance or process deviations to the Transport Manager.

Operational Planning

• Prepare and ensure availability of transport rosters before dispatch.
• Incorporate all deviations before dispatch and document last-minute changes.
• Plan and coordinate driver schedules and shifts.
• Optimize route planning to reduce operational costs and improve efficiency.
• Utilize GPS or Transport Management Systems (TMS) for real-time tracking.

Compliance & Safety

• Ensure adherence to transport safety norms and legal regulations.
• Maintain proper documentation for audits, inspections, and compliance checks.
• Investigate transport incidents and report findings with corrective actions.
• Track fuel consumption, mileage, and vehicle usage to prevent misuse.

Reporting & Analysis

• Ensure timely release of daily MIS reports by the vendor.
• Analyze transport data to identify trends, inefficiencies, and improvement areas.
• Prepare and submit periodic performance and compliance reports to management.

Automation & IT Enablement

• Implement and manage automation tools for transport tracking, attendance, and billing.
• Support GPS tracking systems, route optimization software, and mobile-based trip management.
• Develop Excel macros, formulas, or simple scripts to automate repetitive tasks.
• Coordinate with IT teams/vendors for system integration and troubleshooting.

Issue & Grievance Handling

• Address and resolve transport-related employee complaints.
• Handle grievances and disputes with drivers and vendors effectively.

• 4-5+ years’ experience in transportation
• Good knowledge of route planning, vendor management, and fleet coordination.
• Understanding of transport compliance, safety norms, and statutory requirements.
• Strong coordination, problem-solving, and decision-making skills.
• Advanced MS Excel (Pivot Tables, Power Query, Macros)
• Power BI / Tableau (preferred)
• Basic knowledge of databases, SQL, or scripting (added advantage)
• Proficiency in transport management software for MIS & reporting.
• Ability to handle escalations and ensure timely resolutions.
• Ability to work under pressure and manage multiple stakeholders.
• Flexibility to work in shifts/extended hours as per business needs.
• Knowledge of local geography and traffic regulations.