Job Description: Transport Lead

Department: Facilities Management
Reports To: Facilities Manager / Operations Manager
Employment Type: Full-Time

Position Summary

The Transport Lead is responsible for managing and coordinating all transportation services within the facilities management operations. This role acts as the central liaison between clients, transportation vendors, and internal stakeholders to ensure efficient, cost-effective, and reliable transport operations. The Transport Lead oversees trip requests, approvals, scheduling, and billing reconciliation to deliver seamless transportation services.

Key Responsibilities

Transport Coordination and Scheduling

• Receive, review, and coordinate transportation requests from clients and internal departments
• Schedule and dispatch vehicles in collaboration with transportation vendors
• Ensure timely fulfillment of transport requests while optimizing routes and vehicle utilization
• Manage transport calendars and coordinate logistics for regular and ad-hoc transport needs
• Monitor service delivery to ensure punctuality and quality standards are met

Vendor Management

• Serve as primary point of contact for transportation vendors and service providers
• Communicate service requirements, schedules, and performance expectations to vendors
• Monitor vendor compliance with service level agreements and contractual obligations
• Address service issues, delays, or quality concerns promptly and professionally
• Evaluate vendor performance regularly and recommend improvements or changes as needed

Trip Approval and Authorization

• Review and approve transport requests based on established criteria and budget guidelines
• Verify trip details including passenger information, destinations, timing, and special requirements
• Ensure requests align with company policies and client agreements
• Prioritize urgent or time-sensitive transport needs appropriately

Billing and Financial Management

• Review and validate vendor invoices against completed trips and agreed rates
• Approve final billing after verifying accuracy of charges and service completion
• Track transportation expenses and maintain budget oversight
• Identify cost-saving opportunities and discrepancies in billing
• Prepare regular reports on transportation costs, utilization, and trends

Client and Stakeholder Communication

• Maintain clear and responsive communication with clients regarding transport services
• Provide updates on trip status, delays, or changes as needed
• Gather feedback from clients and passengers to assess service satisfaction
• Address client concerns or complaints professionally and work toward resolution
• Collaborate with facility teams to align transport services with operational needs

Record Keeping and Reporting

• Maintain accurate records of all transport requests, approvals, and completed trips
• Generate regular reports on transport activity, costs, and vendor performance
• Track key performance indicators including on-time performance, utilization rates, and cost per trip
• Ensure documentation meets compliance and audit requirements

Process Improvement

• Identify inefficiencies in transportation operations and recommend solutions
• Develop and implement best practices for transport coordination and scheduling
• Stay informed about industry trends and emerging transportation solutions
• Contribute to sustainability initiatives by optimizing routes and reducing unnecessary trips

Qualifications

Required:

• High school diploma or equivalent; Associate's or Bachelor's degree in Business Administration, Logistics, Facilities Management, or related field preferred
• 2-4 years of experience in transportation coordination, logistics, or facilities operations
• Strong organizational and multitasking abilities
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Experience with vendor management and invoice reconciliation
• Attention to detail and accuracy in financial documentation

Preferred:

• Experience with transportation management systems or scheduling software
• Background in facilities management or corporate services
• Knowledge of local transportation regulations and safety requirements
• Supervisory or coordination experience in a service-oriented environment

Key Competencies

• Coordination and planning
• Vendor relationship management
• Client service orientation
• Financial acumen and budget management
• Problem-solving and decision-making
• Communication and stakeholder engagement
• Time management and prioritization

Working Conditions

• Office-based role with occasional site visits to facilities
• Standard business hours with flexibility for occasional early morning or evening coordination
• Frequent communication via phone, email, and virtual meetings
• May require availability for urgent or time-sensitive transport requests