Operations and Logistics

Operations & Logistics Executive

Department
Hire Desk / Operations & Logistics

Role Purpose
To effectively manage and coordinate day-to-day operational and logistics activities, ensuring timely machine movement, smooth execution of customer requirements, efficient fleet utilisation, cost control, and high levels of customer satisfaction.
The role requires strong knowledge of equipment operations, logistics coordination, transportation management, documentation, customer handling, and cross-functional coordination.

Key Responsibilities
1. Operational Management

• Manage and coordinate day-to-day operational activities to ensure smooth workflow.
• Coordinate with Hire Desk, Operations, Technical, Logistics, Sales, and other internal teams.
• Ensure machines are available, allocated, dispatched, delivered, and picked up as per customer/project requirements.
• Monitor operational challenges and ensure timely resolution.
• Support effective fleet utilisation and minimise machine idle time.

2. Logistics & Transportation Management

• Plan and coordinate transportation requirements for machine movement.
• Coordinate with logistics teams and transport vendors for timely placement of vehicles.
• Obtain and evaluate transportation quotations and support rate negotiation.
• Track machine movement from loading to delivery and unloading.
• Monitor transportation costs against agreed budgets and commercial terms.
• Ensure timely pickup and return of machines after project completion.
• Identify opportunities to improve transportation efficiency and trailer/vehicle utilisation.

3. Customer Service & Coordination

• Maintain strong working relationships with customers and understand their operational requirements.
• Coordinate machine delivery, induction, on-rent, pickup, and other site-related requirements.
• Address customer concerns related to machine movement, delivery, pickup, documentation, and operational issues.
• Ensure timely communication and provide proactive updates to customers.
• Support the team in maintaining a high level of Best Customer Experience.

4. Stakeholder Management

• Build and maintain effective relationships with transporters, suppliers, vendors, customers, and internal stakeholders.
• Coordinate with commercial teams to ensure that agreed commercial and transportation terms are properly reflected in POs/contracts.
• Escalate critical operational or commercial issues to the appropriate management level.

5. Documentation & Compliance

• Ensure all required transportation and operational documents are complete and accurate.
• Verify vehicle, driver, equipment, and transportation-related documentation.
• Ensure compliance with company policies, safety requirements, and applicable statutory regulations.
• Coordinate with SHEQ/Technical/Operations teams where required to address compliance and safety concerns.

6. Data Analysis & Reporting

• Maintain accurate operational and logistics data.
• Analyse transportation costs, delivery timelines, machine movement, idle time, and fleet utilisation.
• Prepare regular MIS and performance reports for management.
• Highlight operational trends, gaps, delays, and improvement opportunities.
• Provide data-driven inputs to support management decision-making.

7. Cost Management

• Monitor transportation and operational costs against approved budgets.
• Identify opportunities for cost reduction without compromising service quality.
• Support vendor negotiations and rate optimisation.
• Monitor vendor performance and identify opportunities to improve cost efficiency.
• Support achievement of targeted logistics profitability.

8. Problem Solving

• Identify and resolve operational and logistics issues such as:

• Delivery delays

• Pickup delays

• Machine stuck at site

• Transportation-related issues

• Documentation discrepancies

• Vehicle placement issues

• Customer/site access problems

• Damage or transit-related concerns

• Coordinate with relevant stakeholders and ensure timely closure of issues.

9. Digitalisation & Process Improvement

• Support implementation and effective utilisation of digital systems such as Insphire/Insync, GPS tracking, transportation tracking, and MIS tools.
• Identify manual processes that can be automated or simplified.
• Support development and implementation of standard operating procedures.
• Promote data accuracy and timely system updates.
• Participate in process improvement and digitalisation initiatives.

10. Team Coordination & Knowledge Sharing

• Support team members in resolving operational and logistics-related issues.
• Provide guidance and knowledge sharing to new and existing team members.
• Support cross-training between Hire Desk, Operations, and Logistics functions.
• Act as a subject matter resource for operational and logistics processes.

Key Performance Indicators (KPIs)

• Timely machine dispatch and delivery
• Timely machine pickup after project completion
• Fleet utilisation and reduction of machine idle time
• Transportation cost versus approved budget
• Transportation vendor performance
• Timely completion of operational documentation
• Customer satisfaction and complaint resolution
• Accuracy and timeliness of MIS/reporting
• Compliance with company policies and safety requirements
• Timely system updates in Insphire/Insync
• Process improvement and digitalisation initiatives
• Reduction in operational/logistics-related delays
• Effective cross-functional coordination

Required Skills & Competencies

• Strong knowledge of equipment rental operations
• Good understanding of logistics and transportation management
• Strong coordination and communication skills
• Customer handling and stakeholder management
• Analytical and problem-solving ability
• Good knowledge of MS Excel and MIS reporting
• Knowledge of ERP/rental management systems such as Insphire/Insync will be an advantage
• Ability to manage multiple priorities and work under pressure
• Commercial awareness and cost-conscious approach
• Strong follow-up and execution skills
• Teamwork and cross-functional collaboration

Preferred Experience

• Experience in equipment rental, logistics, transportation, construction, infrastructure, or related industries.
• Practical experience in both operations and logistics.
• Experience in coordinating with customers, transport vendors, internal departments, and field teams.
• Experience in process improvement, reporting, and digital system implementation will be preferred.

Key Success Factor
The ideal candidate should have strong practical knowledge of operations and logistics, with the ability to independently coordinate activities, identify operational gaps, resolve issues, control costs, and ensure timely execution while maintaining a strong customer focus.