Admin & Transport Associate

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

                    • 24 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.