1. Job Purpose To efficiently coordinate and manage transportation activities, ensuring timely placement of vehicles, smooth movement of cargo, proper documentation, and effective coordination with customers, transporters, drivers, CHA, warehouse, and internal operations teams.

2. Key Responsibilities

A. Transport Operations

- Coordinate day-to-day transportation activities for import and export shipments.
- Arrange and allocate vehicles as per shipment requirements and delivery schedules.
- Coordinate with transporters and drivers for timely vehicle placement.
- Monitor vehicle movement from pickup point to delivery destination.
- Ensure timely pickup and delivery of cargo/container.
- Coordinate transportation for FCL, LCL, empty container movements, and local deliveries.
- Follow up on delays, vehicle breakdowns, route issues, and other operational challenges.
- Ensure proper planning of vehicle utilization and minimize empty running.

B. Shipment & Container Coordination

- Coordinate with the Operations/Documentation team regarding shipment details.
- Arrange vehicles according to container size, cargo type, weight, and delivery location.
- Coordinate container pickup from ports, CFS, ICD, warehouses, and customer locations.
- Track container movement and ensure timely return of empty containers.
- Monitor detention/demurrage-related risks and escalate potential delays.
- Ensure proper handover and receipt of cargo/container.

C. Transporter & Driver Coordination

- Maintain regular communication with approved transporters and drivers.
- Obtain vehicle availability and negotiate/confirm transportation rates as per company guidelines.
- Allocate vehicles based on route, cost, availability, and delivery requirements.
- Verify driver and vehicle details before deployment.
- Maintain transporter performance records.
- Follow up for PODs, delivery challans, e-way bills, LR copies,



and other required documents.

D. Documentation

- Prepare and maintain transport-related documents and records.
- Ensure proper documentation for vehicle placement and cargo movement.
- Collect and verify Proof of Delivery (POD) after successful delivery.
- Maintain records of vehicle numbers, driver details, trip details, freight, and delivery status.
- Submit transport documents to the billing/accounts team within the required timeline.
- Ensure all supporting documents are available for transporter billing.

E. Tracking & Reporting

- Track all active vehicles and shipments until final delivery.
- Provide regular status updates to internal teams and customers.
- Prepare daily transport reports and vehicle movement reports.
- Maintain records of pending deliveries, delayed shipments, and POD pending cases.
- Escalate operational issues immediately to the Transport Manager/Operations Manager.
- Monitor transportation costs and identify opportunities for cost optimization.

F. Customer & Internal Coordination

- Coordinate with customers regarding pickup and delivery schedules.
- Maintain professional communication with customers and resolve routine transport-related queries.
- Coordinate closely with Sales, Customer Service, Import/Export Operations, Documentation, Accounts, and Warehouse teams.
- Provide accurate and timely shipment status updates.
- Ensure customer commitments and delivery timelines are followed.

3. Cost Control & Vendor Management

- Obtain competitive transportation rates from approved vendors.




- Ensure transportation is arranged within approved cost limits.
- Monitor additional charges such as waiting charges, halting charges, tolls, detention, etc.
- Verify transporter invoices against agreed rates and actual trips.
- Identify discrepancies in transporter bills and coordinate for corrections.
- Support the Transport Manager in vendor performance evaluation and rate negotiations.

4. Compliance & Safety

- Ensure vehicles deployed meet company and statutory requirements.
- Verify required vehicle and driver documents where applicable.
- Follow company SOPs for transportation and cargo handling.
- Ensure safe transportation and handling of cargo.
- Report accidents, damages, delays, or security incidents immediately.
- Ensure compliance with applicable transport and logistics regulations.

5. Key Performance Indicators (KPIs)

- On-time vehicle placement
- On-time pickup and delivery percentage
- Vehicle utilization
- Transportation cost per shipment/trip
- Reduction in detention/demurrage costs
- POD submission within defined timeline
- Number of delayed shipments
- Transporter response and service quality
- Accuracy of transport documentation
- Customer complaints related to transportation
- Cost savings achieved through effective vehicle planning

6. Required Skills

- Good knowledge of transportation and freight forwarding operations.
- Robust coordination and follow-up skills.
- Good communication and negotiation skills.
- Knowledge of FCL/LCL transportation and container movement.
- Ability to handle multiple shipments simultaneously.
- Good knowledge of MS Excel and transport management systems.
- Strong problem-solving and decision-making ability.
- Ability to work under pressure and meet strict delivery timelines.
- Good vendor and transporter management skills.

📌 TRANSPORT EXECUTIVE (Navi Mumbai)
🏢 ABHYANSH SHIPPING SERVICES INDIA
📍 Navi Mumbai