Job Description

Admin Assistant - Transport

• Responsible for Transport Management Deliverable for the Location.
• Managing Fleet (Employee Shuttle & Last Mile Movement, Asset Movement & Adhoc (catering special need based requirements) for All Sites of the location.
• Ensuring data entry of all trip sheets/ log sheets.
• Reviewing utilization, incorporate changes as per use trend, public transport availability, & headcount.
• Reviewing Fleet requirements including shuttle, last mile, asset movement, adhoc for location sites.
• Vender Management - Categories and Interact with different agencies/vendors to acquire quotes, rates for various requirements. Evaluate, negotiate and shortlist vendors, and coordinate with procurement team.
• Vendor Coordination including coordination, deployment of vehicles, ensuring timely invoices submission and payment to vendors.
• Periodic vendor assessment and evaluation. Ensure that vendors adhere to statutory compliances and intervene in case of non-compliance.
• Handling employee grievance related to fleet management, adhoc and Asset Transportation.
• Ensuring vehicle maintenance records of all vehicles (Sitel Owned and Partner ones too). Should maintain preventive maintenance tracker.
• Ensure legal compliance, Permits, Registrations, Insurance are in place.
• Look after maintaining petty cash with expenses for incidental requirements, if any.
• Look after gaps and leakage of cost and bring cost controls as saving.
• Maintain a robust MIS and furnish details as and when necessary. MIS preparation and analysis; knowledge of ISO and other Audit functions. Liasoning & Statutory Compliance.
• Ensure no delays and the delays should not beyond 5%.
• Should be familiar with geography and routing of vehicles as per need.
• Should ensure appropriate rostering of vehicles considering number coding wherever its applicable.
• Safety audits observations and closure basis internal & external audit
• Ensure First-aid and Medical Arrangements in vehicle are tracked, maintained and refreshed or refilled on time.
• Ensure drinking water, tissue paper, use and through face mask provided to end customers in special booking cases.
• Should maintain Inventory MIS and Asset records and review regularly for Asset Movement including Storage, also ensure deployment as per EMS tool.
• Develop and implement contemporary transport policies to meet company needs and WOW the internal customer.
• Familiarize & Adhere to Company information security & quality policies and standards that relate to one\'s work.
• Protecting the confidentiality and integrity of information (client/business related) used in course of work at all time including but not limited to user ids & passwords.
• Awareness of access rights to information & information systems.
• Reporting information security incidents including but not limited to suspected viruses immediately.

Ensure that critical data in the folders where it can be backed up & same is informed to Technology.