Transport Manager

Key Responsibilities

1. Transport Operations Management

• Manage daily transport operations, including delivery, pickup, transfer, local delivery, and assigned transport jobs.

• Plan and arrange transport schedules according to customer requirements, warehouse readiness, delivery urgency, driver availability, and vehicle capacity.

• Ensure all transport jobs are completed according to the required timeline and service standard.

• Coordinate closely with Warehouse Manager, Operations Team, Customer Service, Sales Team, and Fleet Team to ensure smooth job execution.

• Monitor daily transport status and ensure any delay, missed delivery, failed delivery, driver issue, or customer complaint is followed up immediately.

• Ensure transport instructions are clear, properly communicated, and acknowledged by drivers or related teams.

• Maintain daily transport planning records and job status updates.

2. Route Planning and Delivery Arrangement

• Plan daily delivery routes to improve efficiency, reduce unnecessary mileage, and control transport cost.

• Arrange drivers and vehicles based on location, cargo type, delivery priority, vehicle availability, and route suitability.

• Monitor route performance, delivery completion, waiting time, failed delivery, and unnecessary detours.

• Review recurring routes and propose improvements to reduce cost, time, and operational disruption.

• Ensure urgent jobs, special delivery requirements, and customer-specific delivery instructions are properly handled.

• Coordinate with the Warehouse Manager to ensure goods are ready before driver dispatch.

• Ensure route planning supports both operational efficiency and customer service requirements.

3. Driver Management

• Manage driver attendance, discipline, work schedule, job allocation, and daily performance.

• Ensure drivers follow company SOP, delivery procedure, safety requirements, customer handling standards, and reporting requirements.

• Monitor driver behavior, punctuality, job completion, fuel usage, vehicle cleanliness, and compliance with assigned routes.

• Handle driver-related issues including lateness, refusal of job, improper conduct, delivery mistake, accident, customer complaint, or failure to follow instruction.

• Conduct briefing or communication with drivers when required.

• Ensure drivers submit required documents, delivery proof, POD, receipts, fuel records, toll records, and other transport-related documents on time.

• Report serious driver discipline issues or repeated non-compliance to Management or HR.

4. Fleet Team Supervision

The Transport Manager shall supervise the Fleet Team and ensure all fleet-related matters are properly controlled.

Fleet Team responsibilities under Transport Manager include:

• Monitor vehicle availability and ensure vehicles are ready for operation.

• Track vehicle usage, mileage, fuel consumption, toll, parking, repair, maintenance, road tax, insurance, inspection, and other fleet-related costs.

• Arrange preventive maintenance and repair schedule to reduce vehicle downtime.

• Ensure vehicle servicing, inspection, Puspakom, road tax, insurance, and permit matters are followed up before expiry.

• Maintain complete vehicle records, including service history, repair cost, accident records, tyre changes, battery replacement, insurance claim, and maintenance reports.

• Monitor fuel usage and identify abnormal fuel consumption or possible abuse.

• Check and verify driver fuel claims, toll claims, parking claims, repair receipts, and related transport expenses.

• Coordinate with workshops, insurance agents, spare part suppliers, towing services, and relevant vendors when required.

• Ensure damaged or faulty vehicles are reported, repaired, and followed up properly.

• Provide weekly or monthly fleet cost and vehicle condition updates to the Transport Manager and Management.

5. Cost Control and Efficiency

• Monitor transport cost, including fuel, toll, parking, overtime, repair, maintenance, outsourcing cost, and vehicle downtime.

• Review transport spending and identify unnecessary cost, wastage, abuse, or inefficient planning.

• Improve vehicle utilization and reduce idle time.

• Reduce unnecessary outsourcing by improving internal vehicle and driver planning.

• Track delivery cost per trip, cost per route, cost per vehicle, and cost per driver where applicable.

• Work with Finance or Fleet Team to ensure transport cost records are accurate and properly supported.

• Highlight high-cost vehicles, high fuel usage, repeated repair issues, or inefficient routes to Management.

6. Transport Documentation and Reporting

• Ensure all transport jobs are supported by proper documents, including job order, delivery order, POD, driver record, delivery status, and customer instruction where applicable.

• Ensure transport reports are updated accurately and submitted on time.

• Maintain transport daily report, driver job report, failed delivery report, vehicle usage report, fuel report, maintenance report, and cost report.

• Prepare weekly or monthly transport performance reports for Management.

• Report key issues such as delivery delay, shortage, damage, accident, customer complaint, vehicle breakdown, driver shortage, and high transport cost.

• Ensure all transport records are properly filed and traceable.

7. Coordination with Warehouse and Other Departments

• Work closely with Warehouse Manager to coordinate inbound and outbound loading, dispatch timing, cargo readiness, and manpower support.

• Ensure warehouse and transport responsibilities are clearly separated but well coordinated.

• Coordinate with Customer Service on delivery schedule, customer requirements, delivery issues, and customer complaints.

• Coordinate with Sales Team for customer-specific delivery arrangements or special jobs.

• Coordinate with Finance for transport claims, cost records, vendor bills, and outsourcing charges.

• Coordinate with HR for driver attendance, discipline, resignation, replacement, and manpower planning.

8. Issue Handling and Escalation

• Take immediate action on transport-related problems, including delivery delay, failed delivery, wrong delivery, driver absence, vehicle breakdown, accident, customer complaint, cargo damage, or route disruption.

• Identify the root cause of repeated transport issues and propose corrective action.

• Escalate serious or urgent matters to Operations Director / Head of Operations / General Manager immediately.

• Ensure problems are not hidden, delayed, or left unresolved.

• Follow up until the issue is closed.

9. SOP and Compliance

• Ensure all transport operations follow company SOP, safety requirements, customer requirements, and legal requirements.

• Ensure drivers comply with road safety rules, vehicle usage policy, delivery procedure, and company discipline.

• Implement and improve transport SOP where necessary.

• Ensure vehicle documents, permits, insurance, road tax, and required compliance matters are valid and updated.

• Support internal audit or management review on transport and fleet-related matters.

Requirements

• Diploma or Degree in Logistics, Supply Chain, Transport Management, Business Administration, or related field.

• Minimum 5 years of experience in transport, logistics, fleet, delivery, or trucking operations.

• Experience managing drivers, route planning, delivery operations, and vehicle utilization.

• Knowledge of fleet maintenance, fuel control, vehicle cost, transport documentation, and delivery SOP.

• Able to coordinate with warehouse, customer service, sales, finance, fleet team, and drivers.

• Strong problem-solving, follow-up, planning, and communication skills.

• Able to work under pressure and handle urgent transport issues.

• Able to prepare transport reports and monitor cost.

• Familiar with logistics operations, delivery planning, and fleet management systems will be an advantage.

Benefits

• EPF
• SOCSO
• EIS
• AL
• PUBLIC HOLIDAY
• REPLACEMENT LEAVE