Vehicle and Trip Planning Executive

2 weeks ago

Kozhikode, India A leading distributor of global brands in Medical devices space Full time

Company :

A leading distributor of global brands in Medical devices space.

This role is based in Chennai and coordinate for the trip movement remotely.


Role Purpose:

Responsible for directing, coordinating, planning and overseeing tasks and operations within an organisation involving Statutory Vehicle Requirements and transportation activities like trip management, vehicle management, fuel management and maintenance etc

Ensure that all related costs are monitored and controlled with respect to service management activities


Individual Responsibilities:

Customer Services

  • Work closely with the Service Operations team to process request for vehicles and make the vehicles available to the team on time, to avoid any waiting time
  • Ensure that the vehicles are in condition, fueled sufficiently to start the trip immediately on request.


Capacity Utilization

  • Ensure that the vehicle is in good condition after each trip by performing audits and reporting any issues to the management. The vehicle should be utilised atleast to an extent of 90% with down times less than 10% of the time.
  • Responsible for ensuring there are no damages to vehicles due to known or unknown reasons


Asset Management / Maintenance

  • Vehicle Servicing and upkeep - Ensure that the vehicles are always in good condition. Maintain the records pertaining to servicing in terms of nature of service, time and cost. Escalate to management in case of any abnormalities.


Cost Control & Productivity

  • Trip fuel efficiency monitoring and management - Have a record of the optimum fuel efficiency of each vehicle computed and reviewed regularly. Upon completion of each trip compute the fuel efficiencies in between the fillings and the overall trip. Vehicles should be returned to base with full tank fuel as a standard practice and should ensure the same is followed.
  • Vehicle movement tracking and conformance reporting - Ensure that the initial trip plan as per the service request is compared with the GPS report and the final trip report submitted are in line with each other. Escalate any discrepancies to management.
  • Monitoring unauthorized carriages - Ensure all drivers sign the unauthorized carriage indemnity and a copy for reference is stuck in the vehicle. Undertake checks for any signs of unauthorized carriage and possible surprise checks if any suspicious behavior is observed. Upon advice from the Business Manager - Admin implements any actions to ensure compliance.


Compliances/Record updating

  • Timely management of vehicle insurance - keep it up to date and current, make sure all field level work is completed, work with the finance team for processing of claims etc.
  • Timely management of fitness certifications - Keep a database of the fitness expiries and timely renew the fitness and affix the labels on all vehicles.
  • Timely management of road tax certification - Coordinate the timely renewal of the Road Tax certification and stick the Road Tax stickers
  • Monitor the trip Route undertaken and observe and report possible deviations and improvements


Management Reporting

  • Provide a summarized report to the Product Delivery Leader and Business Mgr Post Sales on a regular basis.
  • Implement any actions to ensure conformance as advised by the respective leaders in alignment with MD.
  • Monitor the travel times and report Drive Time Index and ensure conformance to optimal efficiency.
  • Enforce the vehicle policy


Person specifications

  • Bachelor’s degree in Operations, Logistics, Business Administration or related field.
  • 3+ years of experience in vehicle and travel planning, fleet management or similar roles.
  • Strong organizational skills with the ability to manage multiple schedules simultaneously.
  • Proficiency in trip planning software, GPS tools, and Microsoft Office (Excel for reporting).
  • Strong analytical and problem-solving abilities.
  • Excellent communication and coordination skills.


Sounds like a fit ? Please apply.

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