Transportation Assistant Manager

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Responsible for leading and coordinating all ground transportation operations of the project, ensuring an exceptional, safe, and personalized experience for members, guests, prospects, and visitors. This position works closely with Member Services, Security, Residential Services, Sales and Operations in general to plan and execute arrivals, departures, internal transfers, events, tours and special requirements, maintaining the highest standards of service, discretion, security and hospitality typical of a luxury private residential community. Oversees the management of the transportation fleet assigned to members, visits, and operations, ensuring its availability, maintenance, and compliance with Club and Discovery Land Company standards.

POSITION RESPONSIBILITIES:

• Coordinate all transportation needs of members, guests, prospects, and visitors before, during, and after their stay.
• Manage arrivals and departures, ensuring a seamless and personalized experience from the point of entry to the project to its final destination.
• Coordinate ground transportation associated with commercial flights, private flights, and helicopter operations.
• Keep members' transportation preferences up to date, including preferred drivers, regular schedules, vehicles, and special requirements.
• Attend VIP requests and special requirements with absolute discretion and confidentiality.
• Actively participate in welcoming high-profile members and visitors when required.
• Ensure that all transfers reflect the hospitality and service standards of Discovery Land Company and Zapotal.
• Create, maintain, manage, and execute the department's operating budget, making expenses flexible according to operational needs and revenue.
• Maintain a clear understanding of operating costs, suppliers, and resources that impact transportation operations.
• Oversee the daily scheduling of vehicles, drivers, and routes for members, guests, and operational needs of the project.
• Work with suppliers and third-party transportation providers, including RLX, to ensure the availability of a transportation fleet that meets the project's standards for safety, quality, reliability, and luxury service.
• Maintain ongoing communication with these providers to ensure their services align with the Club's operational procedures, hospitality standards, safety protocols, confidentiality requirements, and member experience expectations.
• Coordinate with Member Services in the preparation of arrival and departure itineraries.
• Coordinate with Residential Services transportation requirements related to residences, owners, and visitors.
• Coordinate with Sales the transportation of prospects and site visits.
• Maintain constant communication with the Security Department regarding access validation, entry protocols, VIP movements, and special situations.
• Coordinate external transportation services whenever operational demand exceeds internal capacity, ensuring seamless integration with internal operations and consistent service delivery.
• Work closely with the Security Department to ensure safe transportation protocols for members, visitors, and executive staff.
• Participate in the logistical planning of VIP visits, special events, tournaments, owner visits, and other high-profile Club activities.
• Ensure that drivers and transportation personnel comply with established safety, security, confidentiality, and service standards.
• Ensure that all vehicles maintain current documentation, valid insurance coverage, and optimal operating conditions.
• Supervise preventive and corrective maintenance of the transportation fleet.
• Monitor the cleanliness, presentation, and overall condition of all vehicles.
• Maintain accurate records of inspections, maintenance, fuel consumption, mileage, and vehicle utilization.
• Manage budgets related to transportation operations, fuel, maintenance, and third-party transportation vendors.
• Analyze performance indicators related to punctuality, fleet utilization, member satisfaction, and operating costs.
• Supervise, train, and develop the team of drivers and transportation coordinators.
• Develop operating procedures and service standards for the transportation department.
• Prepare periodic reports on operations, resource utilization, and opportunities for continuous improvement.
• Participate in the logistical planning of Club events, tournaments, owner visits, and special activities.
• Ensure transportation services are accurately documented and charged to the corresponding member, guest, owner, or department when applicable.
• Responsibly use the Company's fixed assets and assigned equipment, ensuring their proper use, care, and conservation.
• Execute any other duties related to the position as assigned by the Direct Supervisor or VP of Operations in support of departmental and organizational objectives.

ESSENTIAL ATTITUDES OR BEHAVIORS 

• Strong leadership and team management skills.
• High level of organization and ability to handle multiple tasks.
• Excellent problem-solving and decision-making skills.
• Good communication and interpersonal skills.
• Attention to detail, with a focus on precision and efficiency.
• Proactive and results-oriented attitude.
• Ability to work under pressure and meet tight deadlines

EXPERIENCE, CAPACITIES AND/OR SKILLS REQUIRED

• Minimum 5 years of experience in transportation management or a related field.
• In-depth knowledge of transportation, logistics, and supply chain management regulations.
• Proven experience in managing transportation budgets and controlling costs.
• Negotiation skills and experience in contract management.
• Proficiency in transport management software and the Microsoft Office suite.
• Excellent analytical and reporting skills.
• Valid driver's license and clean driving record.
• Basic knowledge of mechanics for vehicle maintenance.
• Ability to develop and manage detailed route itineraries.

COMPETENCIES FOR THE SUCCESS OF THIS ROLE

• Leadership – Inspires and motivates the transportation team to achieve high performance.
• Communication – Communicates effectively with everyone involved, including team, management, and external partners.
• Collaboration – Work well with other departments and foster a spirit of teamwork.
• Decision Making – Make informed and timely decisions in high-pressure situations.
• Strategic Thinking – Develops and implements long-term transportation strategies.
• Innovation – Continuously look for ways to improve transportation processes and services.
• Time Management – Efficiently manage time and resources to meet deadlines.
• Conflict Resolution – Resolve conflicts effectively and maintain a harmonious team environment

REQUIRED EDUCATION

• Bachelor's degree in logistics, supply chain management, business administration, or related field.
• Intermediate command of the English language.

OCCUPATIONAL HEALTH NEEDS

• Ability to lift and move objects up to 25 kg; Heavier objects require lifting in equipment.
• Ability to adapt to various weather conditions when working outdoors.
• It requires standing, walking, and sitting for long periods.
• Occasional exposure to potential hazards, including heavy machinery and transportation equipment.