Designation: Transport Executive
Qualification: Any Graduation
Experience Required: 3+ years
Shift Timings: Rotational shift
Work Schedule: 6 days per week
Work location: Gurugram
Skills: Geographical map, Communication Skills, Analytical Skills
Helpdesk Responsibilities:
- To maintain 24/7 transport helpdesk to receive & resolve transportation queries.
- Receive and log for transport services - record complete details of the service requests/complaints from employees.
- Maintain accurate information of movements of all transport vehicles.
- Maintain a daily pickup and drop list of staff.
- Maintain and accurate and readily available list of important transport related telephone numbers.
- Prepare daily/weekly reports as required on transport requests and vehicular movements.
- Contribute to monthly management report.
- Adhere to company SLA & KPI as agreed.
Coordinator Responsibilities:
- To provide administrative/operational support to the Transport Team at Client's Facility.
- To ensure timely and arrivals & departures
- Responsible to the Shift In charge to oversee the Transport operations during the Shift.
- Display drop-off lists on the notice boards.
- Check attendance of vehicles, drivers, and vendor supervisor.
- Prepare the vehicle arrival report and collect pick up slips from transport vendors.
- Allocate pick up/drop lists to vendors supervisors.
- Carry out routine Vehicle inspections as per approved check list.
- Collect and verify log sheets from individual vendors & Vehicle Tracking.
- Be accessible for escalation of all Transport related issues during the shift.
- Communicate to the next shift through the shift log book all incidents issues and pending problems of the shift and handover formally to the next Shift Supervisor
- Reporting - Prepare daily / weekly reports as required on Transport matters.
Tracker Responsibilities:
- Tracking each and every vehicle point wise and shift wise.
- Timely updation of status on the tracking tool.
- Co ordinate with vendor trackers.
- Maintain the daily pickup and drop list of employees
- Maintain an accurate and readily available list telephone numbers of vehicles and the vendors
- Check Adhoc Pickup and drop request.
- Reports – Prepare daily / weekly reports on the tracking.
- Reports – Prepare reports on no show employees
- Reports – Prepare reports on numbers of picked up and drop per day.
- Information flow to the Helpdesk and coordinator of vehicles and employee
- Maintaining handing over and taking over document.
- Ensuring the vehicle arrives on time to the premises.
Router responsibilities:
- As directed continually review transport routes to ensure cost effective and efficient transport services are provided to the client
- Ensure that route allocation are kept current and that they achieve maximum value for money to the client
- Ensure that the fleet allocation achieves effective and efficient client service
- Maintain up-to-date and accurate information is supplied to staff
- Receive and implement changes in routes
- To prepare and forward the roster timeline and defaulters report including the mid week changes received per day
- Timely response to all adhoc requests.
- Ensure each journey commences at the appointed time;
- Enter the start time and Kilometre reading in the log book for each vehicle on departure;
- Enter the closing kilometer reading of the vehicle in the log book for each vehicle;
- Ensure all staff who are on the staff list provided by the Client for that shift are picked up;
- Communicate with the help desk on Radio as and if need arises;
- Ensure staff mark their boarding time and initial the pick up list held by the driver;
- Ensure that only staff listed on the roster sheet are picked up. In cases where other staff require pick that approval is received from Transport before pick up;
- Hand over the completed pick up list to the supervisor;
- Control vendor supervisors and drivers
- To provide efficient and cost effective Transport service to the Client;
- To ensure timely and accurate completion of FM reports pertaining to Transport activities
- Analytical Support: Provide basic to medium-level analytical support for TM activities, including preparation of basic portfolio reports and client analysis to support decision-making processes
- Transaction Communication Support: Assist with communication support for straightforward transactions, helping to ensure clear information flow between all parties involved
- Client Meeting Support: Attend client meetings alongside senior team members to learn client management skills and support meeting preparation and follow-up activities
- Data Management & Financial Analysis: Maintain accurate system data and prepare basic financial comparisons for different real estate options to support TM managers
- Internal Stakeholder Communication: Communicate primarily with internal stakeholders to support lease projects, learning proper protocols and communication channels
- Market Research Support: Gather market information and reports from internal brokers, assist with individual market rent assessments under supervision to build market knowledge
- Documentation & Administrative Support: Assist in the preparation and regular updating of various reports, ensuring accuracy and completeness of all documentation and paperwork when required to support multilingual client needs
- Presentation Support: Assist senior team members in creating presentation materials and pitching deck pages for client meetings and proposals
