Admin & Transport Associate

Expleo; Pune District; On-site; INR 378,000 - 462,000; Full time

Job summary

Expleo in Pune seeks a Facilities & Transport Coordinator to manage office facilities, vendor coordination and safe employee transportation. You will oversee daily administrative tasks, maintenance, and event support while ensuring service standards and compliance across departments.

The role requires 2–4 years of experience in facilities, transport operations, and vendor management, with strong communications and MS Office skills. IT/ITES environment experience is preferred.

Qualifications

• 2–4 years of experience in facilities administration, employee transport, workplace management or a similar role.
• Experience managing transport vendors and employee transportation operations is a must.
• Experience in IT/ITES, corporate office or large commercial workplace is preferred.

Responsibilities

• Manage day-to-day administrative and facility activities for the office.
• Coordinate housekeeping, security, cafeteria, pest control, waste management and other facility services.
• Coordinate daily employee transportation operations including buses and rental cabs.
• Coordinate with transport vendors and drivers for daily operations.
• Ensure transport SOPs and safety requirements are followed.
• Manage vendor onboarding, quotations, work orders and service documentation.
• Prepare daily/weekly/monthly transport and facility reports.
• Maintain incident, breakdown and escalation records.
• Support cost-saving and process-improvement initiatives.

Skills

Facilities management

Vendor management

Transport management

Communication skills

Office administration

MS Office

Education

Graduate/Diploma in Administration/Facilities/Transport

Tools

MS Office

Excel

Job description

Overview

The role will coordinate with employees, transport partners, facility vendors and internal stakeholders to ensure safe, reliable and high-quality workplace services while maintaining operational records, compliance and service standards.

Responsibilities

Key Responsibilities -

1. Facilities & Administration

• Manage day-to-day administrative and facility activities for the office.
• Conduct regular workplace inspections and identify facility-related issues.
• Coordinate housekeeping, security, cafeteria, pest control, waste management and other facility services.
• Monitor cleanliness, hygiene and overall workplace standards.
• Coordinate maintenance requests and ensure timely closure.
• Support meeting room, conference room, auditorium and event arrangements.
• Coordinate office seating changes, workstation movements and employee relocation requirements.
• Manage office supplies, stationery and facility consumables.
• Act as the first point of contact for employee facility-related queries.

2. Employee Transport Management

• Coordinate daily employee transportation operations including buses, rental cabs and other transport services.
• Manage transport schedules, routes, pickup/drop points and vehicle deployment.
• Coordinate with transport vendors and drivers for daily operations.
• Monitor vehicle availability and ensure timely deployment as per approved schedules.
• Track delays, cancellations, breakdowns and other transport-related issues.
• Coordinate replacement vehicles in case of breakdown or non-availability.
• Monitor employee transport complaints and ensure timely resolution.
• Support transport roster preparation and employee registration/approval activities.
• Monitor vehicle tracking through GPS/ETMS platforms.
• Ensure adherence to defined transport SOPs and safety requirements.
• Coordinate emergency transport requirements when necessary.
• Monitor transport vendor performance against agreed SLAs/KPIs.

3. Transport Safety & Compliance

• Ensure transport vendors comply with applicable statutory and company requirements.
• Verify vehicle documents such as RC, insurance, PUC, fitness certificates and permits.
• Ensure driver documentation and background verification requirements are completed.
• Monitor driver behavior, vehicle condition and adherence to safety protocols.
• Coordinate periodic vehicle inspections and safety checks.
• Support implementation of women employee transport safety requirements, where applicable.
• Maintain transport incident/accident records and coordinate appropriate escalation.
• Support transport audits and compliance reviews.

4. Vendor Management

• Coordinate with facility, transport and service vendors for daily operations.
• Monitor vendor performance against agreed SLA/KPI requirements.
• Conduct regular service reviews and follow up on performance gaps.
• Coordinate quotations, work orders, purchase orders and service documentation.
• Verify service completion and supporting documents before invoice processing.
• Track AMC/service schedules where applicable.
• Escalate recurring service issues to the reporting manager.
• Support vendor onboarding and compliance documentation.

5. Employee Experience

• Handle employee queries related to facilities and transport.
• Monitor employee feedback and identify recurring issues.
• Coordinate resolution of transport complaints, route issues and facility concerns.
• Communicate planned service changes, transport updates and operational announcements.
• Support employee engagement events and workplace initiatives.
• Maintain a customer-focused approach toward employee services.

6. MIS & Reporting

• Prepare daily/weekly/monthly transport and facility reports.
• Maintain transport utilization and occupancy reports.
• Track vehicle deployment, route performance, delays and cancellations.
• Maintain vendor SLA and performance trackers.
• Track facility complaints and closure status.
• Maintain incident, breakdown and escalation records.
• Prepare management dashboards and MIS reports.
• Maintain accurate records for audits and compliance reviews.

7. Invoice & Cost Management

• Verify transport vendor bills against actual vehicle deployment and agreed rates.
• Check trip sheets, utilization reports and supporting documents.
• Identify billing discrepancies and coordinate corrections with vendors.
• Support timely processing of transport and facility invoices.
• Monitor operational costs and identify opportunities for cost optimization.
• Support cost-saving and process-improvement initiatives.

8. Safety & Business Continuity

• Support implementation of workplace safety procedures.
• Coordinate emergency transport arrangements during incidents or business disruptions.
• Participate in emergency preparedness activities and drills.
• Support business continuity arrangements related to transport and workplace services.
• Escalate critical incidents immediately to the appropriate stakeholders.

Key Performance Indicators (KPIs)

• Transport service availability and reliability
• On-time vehicle deployment
• Transport SLA adherence
• Employee transport satisfaction
• Transport complaints and resolution time
• Vehicle utilization and occupancy
• Vendor performance
• Facility service quality
• Timely invoice verification and processing
• Statutory and transport compliance
• Safety incident management
• Cost optimization and savings
• Timely closure of facility and transport issues

Experience

• 2–4 years of experience in facilities administration, employee transport, workplace management or a similar role. Excellent communications skills are mandatory.
• Experience in anIT/ITES, corporate office or large commercial workplace is preferred.
• Experience managing transport vendors and employee transportation operations is must.

Qualifications

Qualifications

• Graduate/Diploma inAdministration, Facilities Management, Transport Management, Engineering or a related discipline.
• Certification in Facilities Management / Transport / Safety will be an added advantage.