Workplace Operations Coordinator

Job Description: Admin & Transport Executive 

Position Overview:- 

The Admin & Transport Executiveis responsible for overseeing all administrative functions, ensuring smooth office operations, and managing the company’s employee transportation system. This role requires strong operational management skills, vendor coordination, people leadership, and the ability to ensure safety, compliance, and cost-effective transport operations.

Key Responsibilities:- 

1. Office Administration & Facility Management

• Serve as the primary point of contact for staff, visitors, and service providers.
• Manage day-to-day administration including filing, documentation, data entry, and office supplies.
• Ensure the workplace environment is safe, well-maintained, and operational at all times.
• Implement and update office policies, SOPs, and administrative procedures.
• Coordinate with vendors, suppliers, and facility management teams for smooth operations.
• Handle general correspondence, scheduling, meeting coordination, and internal communication.

2. People & Vendor Management

• Supervise administrative & support staff; oversee hiring, onboarding, training, and performance.
• Manage vendor relationships (facility, transport, housekeeping, security, etc.).
• Address staff and vendor grievances with professionalism and timely resolution.
• Ensure optimal workload distribution and maintain a motivated and productive team.

3. Transport Operations 

• Oversee day-to-day employee transport operations, ensuring timely and safe pick-up/drop-off.
• Manage vendor drivers, cab allocation, and daily route planning.
• Conduct route optimization, clubbing, and cab utilization to reduce operational costs.
• Monitor GPS-based trip execution, routing verification, and daily E-Trip audits.
• Handle transport-related incidents/accidents, and ensure timely escalation and resolution.
• Ensure adherence to transport policies, safety guidelines, and compliance requirements.

4. Safety, Security & Compliance

• Monitor real-time trip progress, women-alone trips, and GPS alerts (speeding, wrong drop, SOS, stoppage).
• Train team members and drivers in GPS usage, safety processes, and transport SOPs.
• Ensure disciplinary action or termination for drivers involved in policy violations or misconduct.
• Ensure compliance with company guidelines, labor regulations, and industry standards.

5. Reporting & Analysis

• Prepare and submit daily/weekly/monthly MIS reports for Admin and Transport functions.
• Analyze transport trends and implement cost optimization strategies.
• Prepare performance reports for GPS-enabled systems and staff.
• Track operational KPIs and drive continuous improvements.

Required Skills & Qualifications:- 

• Bachelor’s degree in Administration, Management, or related field.
• 4-7 years of experience in administration, transport operations, or facility management.
• Strong people management and vendor management skills.
• Hands-on experience with GPS tracking tools, MIS reporting, and transport systems.
• Excellent communication, problem-solving, and crisis-handling abilities.
• Strong knowledge of compliance, safety protocols, and administrative procedures.

Key Competencies:- 

• Leadership & Team Management
• Decision-Making & Crisis Handling
• Vendor & Stakeholder Coordination
• Attention to Detail & Compliance Focus
• Analytical Thinking & Cost Optimization
• Strong Organizational & Communication Skills