Transport Executive

JLL supports the Whole You, personally and professionally.

Transport Executive
Work Dynamics

What this job involves?
Putting safety in your hands
First things first, your chief concern is to ensure a safer and more comfortable work environment to work in and visit. Part of the checklist you will run through are to plan and execute all preparations needed for meetings and conferences with clients and VIP visits. Likewise, the mailroom, front office and housekeeping all fall into your realm.

Site operations Management
Cab deployments as per schedule
Monitor daily checklist for all vehicles
Monitor hygiene status of all vehicles before deployment
Ensue hygiene protocols and PPEs are effectively implemented
Ensure allocation of routes, destinations as per the requests with maximum possible reduction in the distance
Ensure to collate all company required statutory documents, licenses pertaining to vehicle and driver
Ensure to brief safety precautions on daily basis and preserve records
Interact with internal customers and ensure customer satisfaction
24/7 reachability in case of any emergency support

Report Management

Plan and maintain repository for all data / information
Prepare business reports to help the client for decision making
Suggest / Recommend changes or inputs required to enhance / optimize process
Ensure routine update of database for future reference
Data Management
Store and restore all data as required by client
Share required data for audits within stipulated period
Maintain data as per data retention polity

Vendor Management

Ensure service provider supervisors are available in the sites before night operations
Ensure to brief the supervisor on safety aspcts
Ensure a property risk management program including audits is implemented and maintained
Any incidents to be recorded and shared with CAPA reports
Consumable stock Management
Ensure Minimum Order Quantity is maintained for PPEs, breath analyser, stationeries etc.,
Ensure sufficient stock for routine operations are maintained
Ensure procurement on monthly / adhoc basis
Ensure business continuity
Client visit / Leadership visit
Ensure to collate the travel plans
Ensure to inform the service provider in advance for preparations
Ensure timely availability of vehicles with transport and cleaning protocols
Ensure to coordinate with Landlord and Physical Security for smooth entry and exit

Training and Development

Ensure to complete mandatory trainings for self as per organization requirement and appraisal
Ensure down team to complete mandatory trainings for self as per organization requirement and appraisal
Preserve training records and materials for future reference

Audit management
Preserve all the documents, financial invoices, receipts, reports, records in required format
Keep updating the records as and when the month activity gets over
Participate in the audit programs effectively and share the relevant documents
Ensure to get positive feedback and outcome to avoid NCs and observations

**Safety & Security Related**:
- To ensure amendment of Daily Escort Security Service Confirmation for each trip.
- As a HR Work Force Administration responsible to modify contingent worker profile up to date.
- To ensure amendment and fulfillment of Daily cab health checkup, & Escort Guard Background Check.
- To visit accident or incident spot and ensure fulfillment of the accident or incident report with case history.
- To ensure Termination of drivers involved in offence incident.
- Escort guard & Driver’s induction based on their back-ground verification.

**Costing Related**:
- Optimization of the routes by proper clubbing within the company policy & ensuring employee satisfaction.
- Ensure amendment and fulfillment of Daily Trip Sheet Audit.
- Ensure in time submission of MIS Report.
- Ensure submission of bills related to Transport Department timely with approvals to the client on timely
- Ensure proper route execution.
- Ensure all transactions are supported and serve Objective Evidential Aspect.
- Cost optimization by studying trend of cab utilization and ensure maximum utilization of cabs.
- Ensure to collect No Due Note or Debit note or Credit note as applicable from the vendors every quarterly.

**Risk Assessment**:
- Ensure disaster recovery and business continuity planning is implemented and maintained.
- Ensure escalation procedures are in place and observed for incident and problem reporting including advice to the Client.

Ensure Monthly Accruals send to respective SPOC in Finance team
Ensure Cost per FTE is calculated and presented to the client for all the transport users
Capture & present if any spike or decrease in monthly costs with proper justifications
Ensure MIS & Invoice process closed within Target date
Ensure Cost per FTE is calculated and presented to the client for all the transport users
Ensure Budget reviewed and submitted to the client well before the quarter starts

**What we can do for you**:
At JLL, we make sure