Operation Executive

Fleet Tracking Executive / Operations Executive

Reporting To: Operations Manager / Head – Operations

SUMMARY

The Fleet Tracking Executive / Operations Executive is responsible for monitoring the movement of reefer and

container vehicles, ensuring timely pickups and deliveries, coordinating with drivers, customers, transporters, and

internal teams, and providing accurate real-time shipment updates to all stakeholders. The role requires proactive

monitoring, quick issue resolution, and maintaining high customer satisfaction through effective communication.

TECHNICAL SKILLS

GPS Tracking Systems

Transportation Management System (TMS)

Microsoft Excel

Microsoft Outlook

ERP Software

Google Maps

WhatsApp Business Communication

MIS Reporting

Excellent communication skills.

Strong coordination and follow-up abilities.

Ability to work under pressure.

Problem-solving and decision-making skills.

Customer-focused approach.

Attention to detail.

Time management.

Teamwork and collaboration.

Ability to manage multiple shipments simultaneously

JOB DESCRIPTION

Fleet Tracking Executive / Operations Executive

KEY ROLES & RESPONSIBILITIES

1. Fleet Tracking & Monitoring - Monitor all reefer and container vehicles through GPS tracking systems. - Track

vehicle movement from placement to final delivery. - Ensure timely reporting of vehicle departures, arrivals, loading,

unloading, and transit milestones. - Monitor route adherence and identify any deviations, unauthorized stoppages, or

delays. - Track vehicle detention at customer locations and report exceptions.

2. Real-Time Customer & Stakeholder Updates - Provide timely and accurate shipment status updates to customers via

email, phone, WhatsApp, or the company's communication platform. - Share vehicle location, Estimated Time of

Arrival (ETA), and delivery status proactively. - Keep all stakeholders, including customers, transporters, warehouse

teams, sales teams, and management, informed about shipment progress. - Escalate delays, breakdowns, accidents,

route diversions, or operational challenges immediately with corrective action plans. - Ensure customers receive

proactive communication rather than waiting for follow-up requests.

3. Reefer Vehicle Operations - Monitor reefer unit temperature throughout the trip. - Ensure temperature settings are

maintained as per customer requirements. - Coordinate with drivers immediately in case of temperature deviations or

reefer equipment malfunction. - Maintain temperature logs wherever applicable. - Report any temperature excursions

to the customer and management without delay.

4. Container Operations - Monitor container movement from pickup to final delivery. - Coordinate container

placement, loading, transportation, unloading, and return of empty containers. - Track container detention, port

movement, and turnaround time. - Coordinate with shipping lines, CFS/ICD, transporters, and customers whenever

required. - Ensure timely movement to avoid detention and demurrage charges.

5. Driver Coordination - Maintain continuous communication with drivers during transit. - Guide drivers regarding

routes, customer locations, delivery instructions, and operational requirements. - Assist drivers in resolving transitrelated issues. - Ensure drivers comply with customer SOPs and company policies.

6. Operations Coordination - Coordinate with transport vendors for vehicle placement. - Ensure vehicles report on time

for loading and unloading. - Coordinate with warehouse teams regarding loading schedules. - Maintain smooth

coordination between customers, transporters, and internal departments.

7. Exception & Escalation Management - Identify delays, accidents, breakdowns, traffic congestion, permit issues, and

operational risks. - Escalate critical issues immediately to management. - Arrange alternate vehicles whenever

required. - Ensure minimum disruption to customer operations.

8. Documentation & MIS - Update Transportation Management System (TMS), ERP, or tracking software with realtime movement details. - Maintain trip sheets, tracking reports, ETA reports, detention reports, and delivery

confirmations. - Collect and update Proof of Delivery (POD) status. - Prepare Daily MIS, Pending Shipment Reports,

Vehicle Status Reports, and Customer Update Reports.

9. Customer Service - Respond promptly to customer queries regarding shipment status. - Maintain high service levels

and customer satisfaction. - Ensure timely closure of customer concerns and complaints. - Build positive relationships

through professional communication.

10. Compliance - Verify availability of vehicle documents before dispatch. - Ensure statutory compliance related to

vehicle movement. - Monitor driver compliance with safety and company guidelines. - Ensure reefer equipment is

functioning properly before dispatch.

KEY PERFORMANCE INDICATORS (KPIS)

- On-time shipment tracking accuracy. - Percentage of on-time deliveries. - Real-time customer update compliance. -

ETA accuracy. - Reduction in transit delays. - Reefer temperature compliance. - Container turnaround time. - POD

collection turnaround time. - Customer satisfaction score. - Accuracy of MIS and operational reports. - Number of

unresolved shipment exceptions. - Driver response and coordination efficiency.

REQUIRED QUALIFICATIONS

- Graduate or Diploma in any discipline. - Fresher or 1-2 years of experience in logistics, transportation, fleet tracking, or

operations. - Experience in reefer or container transportation will be an added advantage.

WORKING CONDITIONS

- Office-based operational role. - Rotational shifts, including weekends or night shifts, based on business requirements.

- Continuous coordination with drivers, customers, transporters, ports, warehouses, and internal departments. -

Availability for emergency operational support whenever required.