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Role overview

We are looking for a Lead – Workspace Transportation to manage employee transportation for our Bangalore office. As the service expands, this role will own daily operations, vendor performance, route planning, employee communication, and cost control, with a strong focus on safety and reliable pickup and drop services.

The lead will be the primary contact for transportation matters and work closely with Workspace leadership, transport partners, Security, HR, Finance, and Procurement. The role requires hands-on operational ownership, sound judgment during disruptions, and a practical understanding of Bangalore traffic and employee commuting needs.

Key responsibilities

Daily operations and capacity planning

• Oversee daily pickup and drop operations, including trip scheduling, vehicle allocation, driver readiness, dispatch, and completion tracking.
• Plan service capacity using employee demand, office attendance, shift timings, new joiner requirements, and approved service coverage.
• Coordinate route planning and pickup points to balance employee convenience, travel time, vehicle occupancy, and cost. Review routes regularly as demand changes.
• Account for Bangalore traffic, rain, road closures, and peak-hour congestion when setting schedules. Arrange approved backup vehicles and vendors for disruptions.
• Monitor live trips through the transport platform and vendor control teams. Respond promptly to delays, missed pickups, vehicle breakdowns, and last-minute changes.
• Maintain clear operating procedures for bookings, cancellations, no-shows, route changes, exceptions, and escalation handovers.

Vendor and driver management

• Manage transport partners against agreed service levels, fleet commitments, pricing, and response times. Conduct regular reviews and document corrective actions.
• Coordinate with vendor supervisors and dispatch teams to ensure sufficient vehicles, qualified drivers, and operational support for each service window.
• Assess proposed vendors with Procurement and relevant teams, compare quotations, and support commercial discussions and onboarding.
• Monitor driver conduct, punctuality, route adherence, and complaints. Require vendors to address inappropriate behaviour and recurring performance issues.
• Track vendor contracts, renewal dates, rate cards, and service commitments. Maintain an updated contact directory and escalation matrix.

Safety service quality and financial ownership

Employee safety and transport compliance

• Coordinate verification of driver identity, licences, background checks, and required vehicle documents through approved company and vendor processes.
• Track validity of applicable vehicle permits, insurance, fitness, pollution certificates, and other required records with vendors and the relevant internal teams.
• Ensure vendors follow company-approved transport safety procedures, including applicable requirements for late-hour travel and women employee safety.
• Monitor the availability and functioning of required vehicle safety features, tracking systems, emergency contacts, and communication arrangements.
• Coordinate periodic vehicle and service checks with vendors. Escalate unsafe vehicles or drivers promptly and arrange replacements before service resumes.
• Handle employee location, contact, and trip data confidentially, with access and sharing limited to approved business needs.

Escalations and emergency response

• Act as the primary operational escalation contact for employee transport concerns and coordinate timely resolution with vendors and internal teams.
• Maintain response procedures for accidents, breakdowns, safety concerns, severe weather, and service disruptions. Coordinate with Security and emergency services when needed.
• Keep employees informed of delays and alternative arrangements through approved channels, with clear updates until the issue is resolved.
• Prepare contingency plans for vehicle shortages, vendor outages, and driver availability issues, including approved alternate providers.
• Document incidents, investigate causes with the responsible teams, and track preventive actions. Escalate material safety or service failures to Workspace leadership.
• Provide support during critical service windows and after-hours emergencies under an agreed coverage arrangement, with documented backup and handovers.

Budgets billing and cost control

• Prepare transportation budgets and demand forecasts. Monitor monthly spending and highlight variances or additional funding needs before commitments are made.
• Validate vendor invoices against completed trips, approved rate cards, kilometres or hours where applicable, and authorised additional charges.
• Maintain supporting trip records, approvals, purchase orders where applicable, invoices, and reconciliation reports for payment and audit.
• Work with Finance and Procurement to resolve billing discrepancies and ensure approved payments are processed within agreed timelines.
• Improve vehicle utilisation and route efficiency, reduce avoidable empty runs and no-shows, and assess savings without compromising safety or agreed service standards.

Employee experience reporting and candidate requirements

Employee communication and continuous improvement

• Explain transport eligibility, booking processes, pickup schedules, cancellations, and service changes clearly to employees.
• Coordinate with HR and Workspace teams to support new joiner transport onboarding and changes in employee commuting requirements.
• Collect employee feedback, track complaints to closure, and identify recurring issues requiring route changes or vendor action.
• Maintain an operational dashboard covering punctuality, completed and missed trips, occupancy, complaints, incidents, vendor performance, and costs.
• Share regular updates with Workspace leadership and recommend service improvements supported by operational data. Establish measurable service targets with leadership and vendors.

Education and experience

• Bachelor’s degree in any discipline. A qualification in operations, logistics, supply chain, hospitality, or business administration is preferred.
• Preferably five to eight years of relevant experience in corporate employee transportation, fleet operations, or transport vendor management, including experience independently leading operations.
• Experience managing multiple transport vendors, service escalations, route planning, billing validation, and operational reporting.
• Strong understanding of Bangalore commuting patterns and practical experience managing services during traffic congestion and operational disruptions.
• Experience using employee transport management platforms such as RouteMatic or similar systems is preferred.

Skills and working approach

• Strong English communication and stakeholder coordination. Working knowledge of Kannada or Hindi is helpful for local vendor coordination.
• Proficiency in Microsoft Excel, including expense trackers, data reconciliation, and service dashboards; working knowledge of Word and PowerPoint.
• Ability to prioritise live operational issues, make decisions within delegated authority, and escalate risks early.
• Strong negotiation, attention to detail, and follow-through, with a service mindset and a firm approach to safety and vendor accountability.
• Ability to guide vendor supervisors and transport coordinators, maintain clear handovers, and support onsite operations across required service windows.

Measures of success

• Pickup and drop punctuality and trip fulfilment against agreed service targets.
• Timely resolution of employee concerns and fewer recurring vendor failures.
• Complete and current driver and vehicle verification records, with safety actions tracked to closure.
• Accurate billing reconciliation, timely monthly reporting, and spending within approved budgets.
• Improved vehicle utilisation and route efficiency, supported by a tested contingency and escalation plan.