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

• 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.