Logistics Executive

JOB DESCRIPTION

Position: Operational Executive – Transport & Logistics

Company Name: Q AND S ENTERPRISE

Department: Operations

Job Location: Dankuni, Hooghly, West Bengal

Reporting To: Partners / Management

Employment Type: Full-Time

1. Job Purpose

The Operational Executive will be responsible for managing, supervising and controlling the overall transportation and logistics operations of the company. The role requires ensuring efficient vehicle deployment, timely delivery, proper utilization of the fleet, driver management, customer satisfaction, cost control and smooth coordination between the Head Office, branches, clients and operational teams.

The candidate will be accountable for the day-to-day functioning of all operational activities and ensuring that company vehicles and resources are utilized efficiently and profitably.

2. Key Roles and Responsibilities

A. Overall Operations Management

• Manage the complete day-to-day transportation and logistics operations of the company.
• Plan, monitor and control vehicle deployment across all operational locations.
• Ensure timely vehicle reporting, loading, dispatch, transit and delivery.
• Monitor all dedicated, adhoc, local, line-haul and long-haul operations.
• Ensure optimum utilization of the company's fleet and minimize vehicle idling.
• Handle operational emergencies, route disruptions, vehicle breakdowns and delivery delays.
• Develop and implement standard operating procedures (SOPs) to improve operational efficiency.

B. Vehicle and Fleet Management

• Maintain a daily record of all vehicles, including deployed, available, under-maintenance and breakdown vehicles.
• Ensure maximum vehicle utilization and reduce unnecessary idle time.
• Monitor vehicle positioning, route allocation, trip completion and return planning.
• Coordinate vehicle placement as per client requirements and delivery schedules.
• Ensure proper documentation of vehicle deployment, trip sheets, PODs and other transport records.
• Monitor GPS tracking systems and ensure vehicles follow approved routes.
• Identify underutilized vehicles and take corrective action.

C. Driver and Manpower Management

• Manage drivers, helpers, supervisors, coordinators and other operational staff.
• Ensure adequate driver availability for planned operations and emergency requirements.
• Monitor driver attendance, punctuality, discipline and performance.
• Ensure proper duty allocation, shift management and compliance with working-hour requirements.
• Address driver grievances, absenteeism and manpower shortages.
• Ensure drivers follow safety rules, client instructions and company policies.

D. Client and Customer Coordination

• Coordinate with clients, warehouse teams, transport teams and other stakeholders.
• Ensure timely placement of vehicles as per client requirements.
• Monitor customer complaints, delivery delays, shortages and other operational issues.
• Resolve operational problems promptly and maintain professional client relationships.
• Ensure compliance with client-specific SOPs, reporting formats and service-level agreements (SLAs).
• Escalate major service issues and commercial disputes to management.

E. Vehicle Maintenance and Breakdown Control

• Monitor preventive maintenance, servicing, tyre condition, battery condition and vehicle fitness.
• Coordinate repairs and maintenance to minimize vehicle downtime.
• Maintain records of vehicle servicing, repairs and maintenance expenses.
• Monitor recurring breakdowns and identify vehicles with excessive maintenance costs.
• Ensure all vehicles have valid permits, insurance, fitness certificates, pollution certificates and other applicable documents.
• Coordinate with workshops, service centres and vendors for timely repairs.

F. Fuel Management and Cost Control

• Monitor diesel consumption, mileage and fuel expenses for each vehicle.
• Compare actual mileage against the company's approved vehicle-wise mileage standards.
• Identify abnormal fuel consumption, fuel leakage, theft or discrepancies in fuel records.
• Monitor fuel-card transactions, fuel bills and reconciliation.
• Control unnecessary expenses relating to fuel, tolls, parking, repairs and other trip costs.
• Investigate unusual expenses and report suspected irregularities to management.
• Recommend measures to reduce cost per kilometre and improve trip profitability.

G. Documentation and Compliance

• Ensure timely collection and submission of trip sheets, delivery challans, proof of delivery (POD), bills and supporting documents.
• Monitor pending PODs, missing documents and incomplete trip records.
• Coordinate with the accounts department for trip-wise expense verification and operational billing documentation.
• Ensure compliance with applicable transport, road safety, labour and vehicle regulations.
• Maintain accurate vehicle-wise, driver-wise, route-wise and client-wise operational records.
• Ensure operational documents are properly filed and available for audit or verification.

H. Branch and Team Coordination

• Coordinate operations between Head Office, branches, warehouses and client locations.
• Monitor the performance of branch-level operational teams and supervisors.
• Ensure standard reporting procedures are followed at every location.
• Conduct regular operational review meetings and follow up on pending issues.
• Ensure smooth communication between the operations, accounts, maintenance and management teams.

I. Trip Monitoring and Exception Management

• Track every vehicle trip from vehicle placement to final delivery and POD submission.
• Monitor transit delays, detention, extra kilometres, route deviations and unsuccessful deliveries.
• Maintain an exception report for delayed, cancelled, disputed or loss-making trips.
• Coordinate with clients to resolve detention, waiting-time and additional-trip-related issues.
• Ensure incidents are recorded, investigated and closed with appropriate corrective action.

J. MIS and Management Reporting

• Prepare and submit daily, weekly and monthly operational reports.
• Maintain a vehicle-wise deployment and availability report.
• Prepare reports on vehicle utilization, trip completion, mileage, fuel consumption and downtime.
• Track pending PODs, delivery delays, client complaints and operational expenses.
• Submit driver attendance, maintenance expenses and other manpower-related reports.
• Provide management with accurate operational data and recommendations for improvement.

3. Key Performance Indicators (KPIs)The Operational Executive's performance will be evaluated on the following parameters:

1. Timely vehicle placement and dispatch.
2. On-time delivery performance.
3. Fleet utilization and reduction in idle vehicles.
4. Reduction in vehicle breakdowns and downtime.
5. Fuel efficiency and mileage control.
6. Reduction in unnecessary operational expenses.
7. Timely POD submission and documentation accuracy.
8. Driver availability, discipline and productivity.
9. Resolution of client complaints and operational issues.
10. Accuracy and timeliness of MIS reports.
11. Compliance with client requirements and statutory regulations.
12. Reduction in operational losses, avoidable penalties and preventable incidents.

4. Qualifications and ExperienceGraduate in any discipline; a qualification in logistics, supply chain management or transport management will be preferred.

• Minimum 5–8 years of experience in transportation, fleet management or logistics operations.
• Prior experience handling commercial vehicles and multi-location transport operations is preferred.
• Experience managing a sizeable fleet, drivers, supervisors and client operations.
• Good knowledge of vehicle documentation, GPS tracking, fuel management and trip monitoring.
• Strong working knowledge of MS Excel, email and operational MIS reporting.
• Experience with logistics software or fleet management systems will be an advantage.

5. Required Skills and CompetenciesStrong leadership and team-management skills.

• Excellent planning, coordination and problem-solving abilities.
• Ability to manage multiple operations simultaneously.
• Strong communication and client-handling skills.
• Analytical skills for cost control, mileage monitoring and performance evaluation.
• Ability to work under pressure and handle operational emergencies.
• High level of accountability, discipline, integrity and ownership.
• Willingness to travel to branches, warehouses and client locations as required.

6. Authority and Accountability

The Operational Executive will be responsible for day-to-day operational decisions within the authority delegated by management.

The Executive will be expected to:

• Allocate vehicles, drivers and operational manpower.
• Coordinate with clients and operational vendors.
• Approve routine operational activities within approved company limits.
• Identify and report operational risks, financial irregularities and service failures.
• Recommend improvements in manpower, vehicle utilization, routes and operating costs.
• Obtain management approval for expenses, commitments and decisions beyond delegated authority.

7. General Expectations

The candidate must take complete ownership of the company's operational performance and ensure that all activities are carried out efficiently, transparently and in accordance with company policies.

The Operational Executive must maintain confidentiality, protect company assets, prevent avoidable losses and work towards improving service quality, productivity and profitability.

Note: The above responsibilities are not exhaustive. The employee may be assigned additional duties related to transportation, fleet management and logistics operations as required by management.