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”