Transport Coordinator

To coordinate and manage transportation operations across the Trust and its associated institutions, ensuring the efficient utilization of vehicles, timely transportation, vehicle maintenance, driver management, safety, and cost control.

2. Key Responsibilities

A. Transport Operations

• Coordinate transportation requirements across Trust offices, schools, colleges, hospitals, and other group entities.
• Plan daily vehicle schedules, routes, trips, and vehicle allocation.
• Arrange transportation for management, staff, guests, official visits, meetings, and institutional requirements.
• Ensure vehicles are available on time and utilized efficiently.
• Coordinate inter-institutional vehicle movements and emergency transportation requirements.

B. Driver Management

• Maintain a database of drivers, including contact details, licence validity, duty schedules, and attendance.
• Allocate duties and communicate schedules and route instructions to drivers.
• Monitor driver punctuality, discipline, performance, and compliance with transport policies.
• Arrange substitute drivers when required.
• Ensure drivers follow road safety rules and maintain professional conduct.

C. Vehicle Maintenance and Documentation

• Maintain an updated fleet register with vehicle numbers, insurance, registration certificates, permits, fitness certificates, and pollution certificates.
• Monitor vehicle servicing, repairs, tyre replacement, battery condition, and preventive maintenance schedules.
• Coordinate with authorised service centres, workshops, insurance providers, and vehicle vendors.
• Track vehicle breakdowns, accidents, repair costs, and maintenance history.
• Ensure all vehicles meet applicable statutory and safety requirements.

D. Fuel and Cost Control

• Monitor fuel consumption, mileage, tolls, parking charges, and vehicle-related expenses.
• Maintain fuel logs, trip sheets, bills, and supporting documents.
• Verify driver expense claims and fuel bills before submitting them for approval.
• Identify opportunities to reduce transportation costs and improve vehicle utilization.
• Prepare monthly transport expenditure reports.

E. Vendor and Outsourced Transport Management

• Coordinate with external taxi operators, bus operators, vehicle rental agencies, and transport contractors.
• Obtain quotations and compare rates for transportation requirements.
• Monitor vendor service quality, vehicle condition, punctuality, and billing accuracy.
• Support vendor negotiations and contract renewals as authorised.

F. Compliance and Safety

• Ensure vehicles and drivers comply with applicable transport regulations and institutional policies.
• Maintain records of licences, insurance, permits, fitness certificates, and other mandatory documents.
• Report accidents, breakdowns, safety concerns, and incidents promptly to management.
• Coordinate vehicle inspections and safety checks.
• Maintain emergency contact details and incident records.

G. Reporting and Administration

• Prepare daily vehicle movement reports and monthly transport MIS.
• Maintain records of vehicle allocation, kilometres travelled, fuel usage, maintenance, expenses, and driver attendance.
• Submit periodic reports to the reporting manager and management.
• Maintain proper documentation and records for audits.
• Perform other transport-related duties assigned by management.

3. Qualifications and Experience

• Graduate in any discipline; a diploma or certification in transport, logistics, or fleet management is an advantage.
• Minimum 3–5 years of relevant experience in transport coordination, fleet management, logistics, or administration.
• Experience managing multiple vehicles and drivers across different locations is preferred.
• Experience in an educational institution, hospital, corporate office, or multi-unit organisation is desirable.

4. Required Skills

• Strong coordination, planning, and organisational skills.
• Good communication and interpersonal skills.
• Knowledge of vehicle documentation, maintenance, and transport compliance.
• Ability to manage drivers, vendors, and multiple transport requests.
• Basic computer proficiency, particularly MS Excel, email, and reporting.
• Cost monitoring, problem-solving, and emergency-handling skills.
• Ability to work under pressure and respond to urgent transport requirements.

5. Key Performance Indicators (KPIs)

• Timely vehicle availability and trip completion.
• Vehicle utilization and reduction in unnecessary trips.
• Fuel efficiency and control of transport expenditure.
• Timely completion of vehicle servicing and renewals.
• Accuracy of vehicle, driver, and expense records.
• Compliance with statutory documentation and safety requirements.
• Driver punctuality and adherence to assigned duties.
• Timely submission of transport reports and resolution of complaints.

6. Working Requirements

• Full-time position based at the Trust / Group Office in Trivandrum.
• Occasional travel to Trust institutions and other group locations as required.
• Flexibility to coordinate urgent transport requirements outside regular working hours when necessary.
• Valid driving licence and practical driving experience are an advantage but are not mandatory unless driving is specifically included in the role.

Pay: ₹25,000.00 - ₹30,000.00 per month

Work Location: In person