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.