Travel & Transport Desk Executive

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”