Employee Transport & General Administration- Manager

Job description

Manager - Employee Transportation & General Administration (Pune) Objective & Purpose of the role Position will be Responsible for implementation of plans with respect to Employee transportation Services, workspace resources and related support and administration services to the business. This is a People manager and tactical role which contributes to defining the direction of the operating plans based on the business strategy, with an impact on day-to-day management of business operations. Scope & Dimensions: Responsible for Employee transportation services for western region & Northern region (Pune & Mumbai etc.) Responsible for ET Operations - West & North: Vehicle requirement and deployment: Coordination with vendors to ensure vehicle availability as per the daily schedule is fulfilled and deployed for pickup& drop trips. Driving austerity measures and cost-effective measures to optimize and reduce cab cost. Addressing employee queries & escalations on mails/calls. Carrying out feedback analysis every month and ensuring the issues are addressed. Leaves planning and roster allocation for transport team members monthly. Ensure Adhoc cab services as per request and approvals Driving various transformational projects in coordination with all the region team members. Conducting floor walks & transport committee meeting. Key Activities and Accountabilities: General Administration: Roster Generation: Review the finalized roster and shift wise vendor allocation in automation tool. Measure and changes to ensure Ontime arrival and Ontime departure of cabs on daily basis. Co-ordination with vendor partners for any vehicle issue/shortage on a real time basis. Support in facilities operation as and when required on time to time basis. Security Functions: Analyzing and managing the escort guards shift and requirement as per the roster generated with the help of security team. Ensuring escort guards deployment for female employees travelling during night hours. Man Management: Driving a team comprising of on roll and off roll members towards improving productivity and towards achieving the desired goals. Ensuring proper Work delegation within team and engage with team on time to time basis, motivates team and appreciate team for their good work, basically good team management Ensuring Training of off roll and on roll team members as per schedule and requirements with regards to compliance, safety and security, enhance knowledge, skill-based training etc Plan & execute training to develop & enhance skills for the off-roll team & vendor staff. Key operational activities: Ensuring all the daily, weekly & monthly reports are generated & shared on timely basis. Monitor& maintain SLA on daily basis & levy penalty for SLA violation. Conducting CFT audit on weekly basis with the help of CFT team members. Taking care of Daily/Weekly/Monthly reports like OTA/OTD, Functional performance, Performance scorecard, EOHS Dashboard, Employee recovery etc. Ensuring governance and control for daily operations via Pre induction checks, surprise checks, physical verification. Safety & Compliance: 100%Vehicle and Driver Compliance and adherence to DDT-MSS 5.0. Ensuring all the drivers complete DDT training within the timeline from the authorized vendor partner. Ensuring breath analysis is done 100% for all the drivers performing duty. Taking care of the audit requirement for Pune location for both internal and external. Monitor & maintain Safety MIS/Safety Dashboard & incident tracker. Ensuring all the BA devices are timely sent for calibration and repair. MIS & Billing activities: Monthly billing MIS validation and checking of invoices shared/ uploaded by vendor on system, Dividing billing & cost between different entities on monthly basis. Taking approvals from Regional Manager and regional head on monthly KM MIS and invoices Ensuring Compliance certificate is obtained by vendor and submitted along with invoices Obtaining NDC from the vendors on quarterly basis Managing billing and invoice trackers, NPS tracker Vendor staff training: Conducting weekly Briefing session for vendor staff & Drivers. Planning and conducting external defensive driver training program for the drivers and vendor staff every year with the help of external trainer. Compliance & Governance: Driving process-oriented programs and documents for adherence. For Instance - Structured and Uniform SOW with various cab models with SLA breaches, SOW for VMU/GPS devices, Penalty waiver document, Transport policy. Conducting monthly review meeting on reviewing their performance and apprising thru the score card with levy of penalty for the SLA breaches. Weekly review of cab operations across locations on its performance and for further improvement. Conducting Monthly review meeting with service providers on regular interval Internal & External Audits & governance Awareness on ISO audit standards on EHS, EMS and OSHMS certifications aligning to business and corporate certifications. Manage audits from Internal / external stakeholders - GRC, IFC, Statutory & Business audits. Enforce local transport laws, safety regulations, and special security guidelines (such as safe transit protocols for female or late-shift staff) Basic Knowledge of ISO 27001, ISO 22301, OHSAS-18001, ISO 45001 . Business Enablement: BCP Planning and analyses for the events like Palkhi, Ambedkar Jayanti ,Shivaji Jayanti, Ganesh Visarjan etc. every year. Employee Recovery: Ensuring Off roll & On roll monthly transport deductions are happening and validation of the same (credit notes and invoice generation for off roll employee service providers/vendors) Team dynamics & Manpower planning: Evaluating team performance and adherence to their KRA & SLA s. Program/special Projects for individual team members as part of competency development. Review on the real time planning and requirement of manpower resources in an optimal mann