Transport Coordinator

Job Description

Since we established the YouGov Centre’s of Excellence (CenX) operations in India 7 years ago, our footprint has grown. To support YouGov’s dynamic growth, we are looking to add an additional person to our Facilities team in India that will help us better support local and global teams.

In 2024, we relocated all our India-based teams to larger, more modern office spaces. As part of this expansion, we are now providing support for local teams working across multiple shifts, including night shifts. To ensure smooth operations, the Transport Coordinator will be responsible for managing and coordinating night-time transport and security logistics, as well as supporting the Global Facilities Team with other administrative tasks.

This is a full-time night-shift office-based role, .

Responsibilities

International fleet data records management:
- Maintain accurate records of vehicle usage, fuel consumption, maintenance schedules, and repair logs as instructed by the Manager.
- Track driver assignments, and ensure compliance with company policies and international regulations.
- Assist with budgeting, invoicing, and cost tracking for fleet expenses.
- Provide administrative support regarding fleet usage policies, and related inquiries as required

Business travel assistance:
- Assist with user management (add, remove, line management change, etc)
- Issue monthly reports by department
- Regularly check business travel reports against issued invoices and report on any errors or/and inconsistencies

Night shift transport and security:
- Coordinate night transport and security for staff who work night shifts in all office locations in India.
- Ensure that waivers are signed by relevant staff and copies are shared with the HR team.
- Plan transportation routes as per weekly requests and communicate these to the transport and security suppliers.
- Review pick/drop data and escalate deviations from planned transport routes to Regional Facilities Manager – APAC.
- Respond to staff feedback.
- Ensure staff and supplier compliance with all security and operational procedures.
- Coordinate with all staff to ensure pick/drop is facilitated.
- Produce daily, weekly, monthly, and ad-hoc transport usage/internal management information system and budgetary reports.

Budget and financial:
- Check invoices and prepare summary sheets of Monthly transportation.
- Raise purchase orders, maintain management information system and support Account Payable team by reconciling travel, transport and security invoices.
- Assist Global Facilities team in annual business travel budget planning.

Vendor/Supplier & Contract Management:
- Manage night shift transport and security supplier contracts and transport/security contractors.
- Ensure all vendor Management Information System is updated.
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Health, Safety & Environmental:
- Identify and report on risks related to business travel, night transport and security.
- Under the direction from the line manager support supply of the data related to the company's carbon footprint and other environmental impacts

What do I need to bring with me?
- 2 – 3 years of experience in a similar role
- Understanding of business travel principles and management.
- Understanding of health and safety principles to ensure safe and compliant working environment, especially related to principles for staff working on night shift.
- A minimum of 2 years of experience in business travel coordination, including booking travel and reporting
- Good understanding of local city infrastructure (Mumbai, Navi Mumbai, Bangalore) and its limitations in order to support the night shift team with identifying the best routes for safety and cost saving purposes.
- Advance knowledge of MS office, specifically Excel, PowerPoint and Word

Behavioural competencies

- Positive and proactive.
- Quick to provide a solution in critical situations
- Able to deliver results, meet deadlines and manage time effectively.
- Approachable, curious and engaged. (We don't need all the answers immediately, but we always want to find them!)
- Able to work with autonomy and as a team.

Some additional information

This is a full-time Night shift role (40 hours a week) based at our Navi Mumbai office.