Role & responsibilities :

A. Fleet Operations & Maintenance

- Ensure school bus is covered by a valid fitness certificate, route permit, PUC certificate and insurance (third-party, passenger liability and own damage) always, and immediately withdraw any vehicle that falls out of compliance.
- Enforce a rigorous pre-trip inspection checklist covering tyres, brakes, lights, mirrors, fuel level, first aid kit and emergency exit before every route, and withdraw any vehicle found unsafe.
- Implement preventive maintenance schedules to detect faults before they cause breakdowns and maintain a fleet register and vehicle logbook capturing mileage, driver, route and maintenance history for each bus.
- Monitor fuel consumption and telematics/idling data, investigate unusual variances, and drive fuel-efficiency practices through eco-driving training, servicing and route optimisation.
- Ensure daily bus cleaning for hygiene and school reputation and maintain a defined vehicle age retirement and replacement policy based on cumulative repair cost, downtime and safety risk.
- Own the breakdown protocol move students to safety, notify the school and arrange a relief bus immediately in the event of a mechanical failure.
- Maintain a maintenance budget based on fleet age, service intervals and historical repair costs, and negotiate/manage AMC and workshop SLAs covering scope, response time and penalties.
- Maintain detailed accident and insurance claim records for pattern analysis and manage the end-to-end insurance claim process for any incident.
- Evaluate outsourced versus owned fleet options on total cost of ownership, safety control and infrastructure readiness, and conduct annual fleet compliance and safety audits.
- Prepare Monthly cost annextures for vendors billing as per contracts, define deductibles, Process & submit the bills to head office post verification and signoff from school head without any errors.
- Develop and maintain a multi-year fleet management strategy covering lifecycle planning, telematics, cost benchmarking and a sustainability/carbon-reduction roadmap.

B. Route Planning & Scheduling

- Design and optimise routes by mapping student locations to cover every pick-up/drop point with minimum travel time and distance, selecting bus stops for student safety (lighting, kerb space, traffic conditions).
- Schedule departure and arrival timings factoring in peak traffic patterns,



so students reach school on time within a safe journey duration.
- Plan routes for the current academic year at least 46 weeks in advance and conduct an evidence-based annual route review incorporating performance data and demand shifts.
- Assess and plan for rural, monsoon-affected and remote-access routes, and consolidate or rebalance under-utilised/overloaded routes to optimise fleet utilisation and cost.
- Arrange dedicated transport for special-needs students (wheelchair-accessible vehicle, trained attendant, individually assessed boarding protocol) and for inter-school events, sports days and other surge-capacity requirements.
- Communicate route changes, diversions and delays proactively to affected parents, and act on parent feedback (e.g. wait times) by analysing timing data and adjusting schedules.
- Track route performance KPIs on-time rate, average journey time, cost per km and safety incidents and calculate transport cost per student to assess route viability and set fees.
- Use GIS mapping and predictive analytics (historical enrolment and traffic data) for objective, data-driven route design and capacity planning, and maintain a route card for every route with stops, timings and emergency contacts.

C. Student Safety & Compliance

- Ensure a consistent pick-up and drop-off SOP — confirming every student is safely boarded and, at drop-off, verifying handover only to an identified parent or authorised adult, especially for young students.
- Conduct student roll call/headcount at every stop, maintain readily accessible emergency contact details, and enforce bus pass compliance, seat belt use and safe occupancy (no overcrowding beyond registered capacity).
- Define and enforce the bus attendant's role in supervising student conduct, assisting boarding/alighting and maintaining order, and manage student conduct issues per the school's policy.
- Own the response protocol for accidents, missing/unaccounted students and SOS panic-button alerts — securing the scene/students first and immediately notifying the school and parents.
- Maintain fully stocked first-aid kits,



conduct annual bus evacuation drills, and use CCTV, GPS tracking and the parent app to proactively share ETAs and support incident investigations.
- Define additional safety protocols for night trips and event transport and maintain a transport compliance calendar tracking all document renewals with automated alerts and monthly audits.
- Lead post-incident response — investigation, psychological support for students, parent communication and regulatory reporting — and build a genuine safety culture through open incident reporting and continuous review toward a zero-harm target.

D. Driver & Attendant Management

- Verify driving licence class, clean driving record, police verification and medical fitness before appointing any driver, and conduct structured induction covering route familiarisation, safety protocols and conduct expectations.
- Prepare duty rosters ensuring mandated minimum rest between shifts, monitor fatigue risk (driving-hour tracking, on-call standby pool) and maintain an on-call substitute pool for absences.
- Enforce a zero-tolerance alcohol/substance policy and mobile-phone-while-driving policy, and apply a fair, documented disciplinary framework (show-cause, inquiry, response, decision) for misconduct.
- Evaluate driver performance on punctuality, safety compliance, vehicle care and student/parent feedback using a performance dashboard and run a driver incentive programme reinforcing safety and punctuality.
- Provide structured training (defensive driving, emergency procedures, student safety, professional conduct) and manage route-transfer handovers with briefing and a supervised trial run.
- Handle driver grievances objectively, investigate attrition root causes (compensation, working conditions, rest policy, career development), and run wellbeing check-ins and support for stressed or fatigued staff.
- Maintain annual medical fitness checks (vision, hearing, blood pressure) for all drivers, and integrate driver HR records (licence renewals, training compliance, leave) with the school HR system.

Preferred candidate profile: Graduate in any discipline; a certification/diploma in Fleet, Transport or Logistics Management is an added advantage.

3–5 years of relevant work experience in transport, fleet or logistics management, preferably within an institutional, educational or fleet-operations environment.

📌 School Transport Executive (Nagpur)
🏢 Vibgyor Group of Schools
📍 Nagpur