Overview
The role will coordinate with employees, transport partners, facility vendors and internal stakeholders to ensure safe, reliable and high-quality workplace services while maintaining operational records, compliance and service standards.
Responsibilities
Key Responsibilities - 1. Facilities & Administration
- Manage day-to-day administrative and facility activities for the office.
- Conduct regular workplace inspections and identify facility-related issues.
- Coordinate housekeeping, security, cafeteria, pest control, waste management and other facility services.
- Monitor cleanliness, hygiene and overall workplace standards.
- Coordinate maintenance requests and ensure timely closure.
- Support meeting room, conference room, auditorium and event arrangements.
- Coordinate office seating changes, workstation movements and employee relocation requirements.
- Manage office supplies, stationery and facility consumables.
- Act as the first point of contact for employee facility-related queries.
2. Employee Transport Management
- Coordinate daily employee transportation operations including buses, rental cabs and other transport services.
- Manage transport schedules, routes, pickup/drop points and vehicle deployment.
- Coordinate with transport vendors and drivers for daily operations.
- Monitor vehicle availability and ensure timely deployment as per approved schedules.
- Track delays, cancellations, breakdowns and other transport-related issues.
- Coordinate replacement vehicles in case of breakdown or non-availability.
- Monitor employee transport complaints and ensure timely resolution.
- Support transport roster preparation and employee registration/approval activities.
- Monitor vehicle tracking through GPS/ETMS platforms.
- Ensure adherence to defined transport SOPs and safety requirements.
- Coordinate emergency transport requirements when necessary.
- Monitor transport vendor performance against agreed SLAs/KPIs.
3. Transport Safety & Compliance
- Ensure transport vendors comply with applicable statutory and company requirements.
- Verify vehicle documents such as RC, insurance, PUC, fitness certificates and permits.
- Ensure driver documentation and background verification requirements are completed.
- Monitor driver behavior, vehicle condition and adherence to safety protocols.
- Coordinate periodic vehicle inspections and safety checks.
- Support implementation of women employee transport safety requirements, where applicable.
- Maintain transport incident/accident records and coordinate appropriate escalation.
- Support transport audits and compliance reviews.
4. Vendor Management
- Coordinate with facility, transport and service vendors for daily operations.
- Monitor vendor performance against agreed SLA/KPI requirements.
- Conduct regular service reviews and follow up on performance gaps.
- Coordinate quotations, work orders, purchase orders and service documentation.
- Verify service completion and supporting documents before invoice processing.
- Track AMC/service schedules where applicable.
- Escalate recurring service issues to the reporting manager.
- Support vendor onboarding and compliance documentation.
5. Employee Experience
- Handle employee queries related to facilities and transport.
- Monitor employee feedback and identify recurring issues.
- Coordinate resolution of transport complaints, route issues and facility concerns.
- Communicate planned service changes, transport updates and operational announcements.
- Support employee engagement events and workplace initiatives.
- Maintain a customer-focused approach toward employee services.
6. MIS & Reporting
- Prepare daily/weekly/monthly transport and facility reports.
- Maintain transport utilization and occupancy reports.
- Track vehicle deployment, route performance, delays and cancellations.
- Maintain vendor SLA and performance trackers.
- Track facility complaints and closure status.
- Maintain incident, breakdown and escalation records.
- Prepare management dashboards and MIS reports.
- Maintain accurate records for audits and compliance reviews.
7. Invoice & Cost Management
- Verify transport vendor bills against actual vehicle deployment and agreed rates.
- Check trip sheets, utilization reports and supporting documents.
- Identify billing discrepancies and coordinate corrections with vendors.
- Support timely processing of transport and facility invoices.
- Monitor operational costs and identify opportunities for cost optimization.
- Support cost-saving and process-improvement initiatives.
8. Safety & Business Continuity
- Support implementation of workplace safety procedures.
- Coordinate emergency transport arrangements during incidents or business disruptions.
- Participate in emergency preparedness activities and drills.
- Support business continuity arrangements related to transport and workplace services.
- Escalate critical incidents immediately to the appropriate stakeholders.
Key Performance Indicators (KPIs)
- Transport service availability and reliability
- On-time vehicle deployment
- Transport SLA adherence
- Employee transport satisfaction
- Transport complaints and resolution time
- Vehicle utilization and occupancy
- Vendor performance
- Facility service quality
- Timely invoice verification and processing
- Statutory and transport compliance
- Safety incident management
- Cost optimization and savings
- Timely closure of facility and transport issues
Experience
- 2–4 years of experience in facilities administration, employee transport, workplace management or a similar role. Excellent communications skills are mandatory.
- Experience in an IT/ITES, corporate office or large commercial workplace is preferred.
- Experience managing transport vendors and employee transportation operations is must.
Qualifications
Qualifications
- Graduate/Diploma in Administration, Facilities Management, Transport Management, Engineering or a related discipline.
- Certification in Facilities Management / Transport / Safety will be an added advantage.
