Travel & Transport Desk Executive

Job description

**Job Title** Travel & Transport Desk Executive **Job Description Summary** We are looking for a highly organized and proactive Travel & Transport Desk Executive to manage our daily employee transportation operations. The ideal candidate will be responsible for end-to-end cab management, including accurate rostering, efficient vehicle deployment, resolving on-ground employee issues, and processing vendor billing. You will ensure a safe, timely, and cost-effective commute for all employees while maintaining strict adherence to company policies, including arranging emergency backup transport when needed and ensuring rigorous transport compliance. **Job Description** Key Responsibilities Cab Rostering & Route Optimization - Collect and collate daily/weekly employee shift schedules and transport requests. - Prepare and publish accurate cab rosters ensuring optimal seat utilization. - Plan and optimize cab routes—leveraging a strong understanding of Pune city roads and traffic patterns—to minimize travel time and reduce operational costs. - Update rosters dynamically to accommodate ad-hoc requests, shift extensions, or cancellations. Deployment & Daily Operations - Coordinate with transport vendors to ensure the timely deployment of the required number of vehicles. - Manage and monitor the compliance of cabs and drivers on a regular basis, ensuring all statutory documents (commercial permits, driving licenses, vehicle insurance, PUC, and driver background verification) are strictly up-to-date. - Arrange alternative transport by booking Ola, Uber, or other spot-rental services immediately in cases of vendor cab shortages, driver unavailability, or emergencies. - Monitor daily ground operations to ensure cabs arrive at pickup/drop points on schedule. - Track vehicles using GPS/Transport Management Systems (such as MoveInSync) to monitor speed, route deviations, and delays. - Ensure all deployed vehicles meet company safety, hygiene, and compliance standards. Issue Resolution & Employee Support - Act as the primary point of contact for employees regarding transport queries, delays, and grievances. - Resolve on-the-spot operational issues such as vehicle breakdowns, missed pickups, or route diversions to ensure employees reach the office/home safely. - Manage transport helpdesk escalations and enforce company policies (e.g., waiting time limits, no-show penalties). - Handle emergency/SOS situations promptly and coordinate backup support as required. Billing, Reporting & Vendor Management - Collect, review, and validate daily trip sheets/logbooks against the transport management system. - Process monthly vendor invoices, verify kilometers traveled/trips completed, and resolve any billing discrepancies. - Track and process expense reimbursements or corporate wallet billing for backup Ola/Uber rides. - Maintain accurate Daily, Weekly, and Monthly MIS reports on transport utilization, costs, and compliance tracking. - Monitor vendor performance against agreed Service Level Agreements (SLAs) and conduct regular review meetings. Candidate Requirements & Qualifications Education & Experience - Bachelor’s Degree in any discipline. - 4 to 6 years of hands-on experience in managing employee transportation, cab rostering, and travel desk operations. - Prior experience working with corporate transport vendors and fleet management. Skills & Competencies - Geographical Knowledge: Well-versed with Pune city routes, arterial roads, and traffic bottlenecks to effectively guide drivers and optimize daily routing. - Technical Skills: Proficiency in MS Excel (VLOOKUP, Pivot Tables). Hands-on experience in using the MoveInSync app/platform will be highly preferred. Experience handling corporate accounts for Uber/Ola is a plus. - Problem Solving: Ability to think on your feet and handle high-pressure, time-sensitive logistical issues. - Communication: Strong verbal and written communication skills to effectively manage employee grievances and vendor negotiations. - Attention to Detail: High accuracy in handling data for rosters, compliance tracking, and financial billing. Work Environment - Must be willing to work in rotational shifts or extend hours during operational emergencies. INCO: “Cushman & Wakefield”