Admin & Transport Associate

Role overview

Admin & Transport Associate at Expleo

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

• Conduct regular workplace inspections and identify facility-related issues.
• Monitor cleanliness, hygiene and overall workplace standards.
• 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.
• 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.
• 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.
• 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.
• 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.
• Track AMC/service schedules where applicable.
• Support vendor onboarding and compliance documentation. 5.
• Monitor employee feedback and identify recurring issues.
• Coordinate resolution of transport complaints, route issues and facility concerns.
• Support employee engagement events and workplace initiatives.
• Maintain a customer-focused approach toward employee services. 6.
• 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.
• 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.
• Coordinate emergency transport arrangements during incidents or business disruptions.
• Support business continuity arrangements related to transport and workplace services.

Required qualifications

• Excellent communications skills are mandatory.
• Experience managing transport vendors and employee transportation operations is must.

Preferred qualifications and skills

• Experience in an IT/ITES, corporate office or large commercial workplace is preferred.

Employment details

• Location: Pune [India]

Benefits

• Verify vehicle documents such as RC, insurance, PUC, fitness certificates and permits.

Additional role details

• Key Responsibilities - 1.
• Facilities & Administration Manage day-to-day administrative and facility activities for the office.
• Coordinate housekeeping, security, cafeteria, pest control, waste management and other facility services.
• Coordinate maintenance requests and ensure timely closure.
• 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.
• Coordinate replacement vehicles in case of breakdown or non-availability.
• Transport Safety & Compliance Ensure transport vendors comply with applicable statutory and company requirements.
• Ensure driver documentation and background verification requirements are completed.
• Vendor Management Coordinate with facility, transport and service vendors for daily operations.
• Verify service completion and supporting documents before invoice processing.
• Escalate recurring service issues to the reporting manager.
• Employee Experience Handle employee queries related to facilities and transport.
• Communicate planned service changes, transport updates and operational announcements.
• MIS & Reporting Prepare daily/weekly/monthly transport and facility reports.
• 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.
• Safety & Business Continuity Support implementation of workplace safety procedures.
• Participate in emergency preparedness activities and drills.
• 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.
• 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.