Transport Incharge

Job Summary

The Transport Incharge is responsible for managing and supervising the institution’s transportation operations to ensure safe, efficient, and reliable movement of students, staff, and materials. The role involves transport planning, vehicle maintenance coordination, driver management, compliance monitoring, vendor coordination, and operational reporting while maintaining high standards of safety and service quality.

Key Responsibilities

Transport Operations & Scheduling

• Prepare and update route schedules for school and college buses.
• Monitor daily transport operations to ensure timely and smooth functioning.
• Maintain trip sheets and verify kilometer records for all institutional vehicles.
• Coordinate transportation arrangements for field trips, events, and special requirements.

Vehicle Maintenance & Monitoring

• Conduct regular inspections to ensure vehicle cleanliness and operational readiness.
• Maintain service records, incident reports, and maintenance logs for all vehicles.
• Monitor preventive maintenance schedules and ensure timely servicing and repairs.
• Track fuel consumption, mileage, and vehicle-related expenses.
• Coordinate with vendors and manage Annual Maintenance Contracts (AMCs) for vehicle servicing.

Driver Management

• Assign drivers based on operational requirements.
• Maintain driver attendance and payroll-related records.
• Prepare and process driver allowances within defined timelines.
• Ensure drivers comply with institutional policies and safety standards.

Safety & Compliance

• Conduct periodic vehicle and driver safety audits.
• Ensure all vehicles comply with statutory requirements including permits, insurance, fitness certificates, and other regulatory documentation.
• Implement and monitor safety procedures for student pick-up and drop-off operations.
• Maintain records of incidents and ensure timely reporting and resolution.

Financial & Vendor Coordination

• Monitor diesel and gas payment processes and maintain supporting documentation.
• Verify transport vendor bills and ensure accurate payment processing.
• Support budget monitoring by tracking operational and maintenance expenses.

Communication & Coordination

• Act as the primary point of contact for transport-related communication with parents, drivers, staff, and institutional stakeholders.
• Coordinate with academic and administrative departments for transportation support during events and emergencies.
• Conduct regular campus visits to monitor transport operations and address operational concerns.

Reporting & Documentation

• Maintain updated records of vehicle documents, driver licenses, service schedules, and operational reports.
• Prepare periodic reports on transport efficiency, fuel usage, operational costs, and maintenance activities.

Key Performance Indicators (KPIs):

• Timely and efficient transport operations with high schedule adherence.
• Accurate maintenance of trip sheets, attendance, and operational records.
• Timely processing of fuel payments and driver allowances.
• Compliance with preventive maintenance schedules and safety standards.
• Reduction in vehicle breakdowns and optimization of fuel consumption.
• Effective coordination for field trips and special transportation requirements.

Desired Skills & Competencies:

• Strong organizational and coordination skills.
• Attention to detail and documentation accuracy.
• Leadership and team management abilities.
• Problem-solving and decision-making capabilities.
• Effective communication and stakeholder management.
• Time management and multitasking skills.
• Knowledge of vehicle maintenance and transport systems.
• Familiarity with GPS tracking and transport monitoring tools.
• Customer-service orientation and professional conduct.
• Cost management and operational efficiency mindset.

CTC: up to 4.2 LPA