JOB DESCRIPTIONPosition: Logistics Manager – Ambulance Operations

Department: Operations & Logistics

Location: Varanasi

Employment Type: Full-Time

Working Pattern: 24×7 Operations / Shift-Based as Required

1. Position Summary

The Logistics Manager – Ambulance Operations will be responsible for the end-to-end management and operational efficiency of the organization's ambulance fleet. The role will ensure safe, timely, cost-effective, compliant, and uninterrupted patient transportation services across emergency and scheduled operations. The incumbent will oversee ambulance deployment, dispatch and route planning, GPS tracking, driver management, fuel management, preventive maintenance, emergency readiness, regulatory compliance, vendor coordination, and operational reporting.

The position requires a strong understanding of ambulance and fleet operations, the ability to make quick decisions during emergencies, and a patient-centric approach to transportation services.

The primary objective is to ensure that every ambulance remains operationally ready, properly equipped, efficiently utilized, and capable of reaching patients within defined response-time standards.

1. Key Roles & ResponsibilitiesA. Ambulance Fleet Management

- Manage the day-to-day operations of the complete ambulance fleet.
- Ensure maximum ambulance availability, uptime, and operational readiness.
- Maintain 24×7 fleet availability through effective deployment and roster planning.
- Monitor ambulance utilization and identify opportunities to improve fleet productivity.
- Develop systems to minimize vehicle idle time.
- Maintain appropriate standby and backup arrangements for emergency requirements.
- Monitor fleet performance and initiate corrective action wherever required.

B. Ambulance Dispatch & Route Planning
- Coordinate and manage ambulance dispatch for emergency calls and scheduled patient transfers.
- Plan efficient routes using GPS, navigation systems, traffic information, and road-condition updates.
- Ensure ambulances are dispatched according to patient urgency and operational priorities.
- Monitor response times and take immediate action in case of delays.
- Continuously optimize routes considering traffic congestion, road closures, diversions, and other operational factors.
- Coordinate with hospitals, emergency departments, patients, attendants, and internal teams for seamless transfers.

C. GPS & Live Location Monitoring
- Monitor the real-time GPS location of all ambulances.
- Track ambulance movement from dispatch through patient pick-up, transportation, and final handover.
- Ensure adherence to approved routes and investigate unauthorized deviations.
- Monitor vehicle stoppages, delays, route deviations, and abnormal movement patterns.
- Prepare daily GPS and vehicle movement reports.
- Coordinate with drivers to resolve tracking or communication issues.
- Ensure 100% GPS and live-tracking compliance.

D. Fuel Management
- Monitor daily fuel consumption on a vehicle-wise basis.
- Maintain accurate fuel records and mileage reports for each ambulance.
- Verify fuel bills, fuel quantities, odometer readings, and consumption patterns.
- Identify abnormal fuel consumption, wastage, or suspected pilferage.
- Establish appropriate fuel consumption benchmarks.
- Ensure timely refuelling without affecting ambulance availability.
- Implement fuel-saving initiatives while ensuring patient safety and operational readiness.

E. Driver & Transport Staff Management
- Supervise ambulance drivers and other transport personnel.
- Prepare and manage driver duty rosters, shifts, leave schedules, and standby arrangements.
- Ensure driver punctuality, discipline, attendance, grooming, and professional conduct.
- Monitor driver performance and conduct periodic performance evaluations.
- Verify validity of driving licences and other mandatory certifications/documents.
- Conduct or coordinate training on:
- Defensive driving
- Safe ambulance driving
- Emergency response
- Road safety
- Patient handling
- Vehicle inspection procedures
- Address driver-related complaints, incidents, and performance issues promptly.

F. Vehicle Maintenance & Repairs
- Develop and implement preventive maintenance schedules for the entire ambulance fleet.
- Coordinate scheduled servicing, repairs, inspections, and breakdown maintenance.
- Ensure all ambulances are mechanically and operationally fit before deployment.
- Monitor the condition of:
- Tyres
- Battery
- Engine
- Brakes
- Suspension
- Air-conditioning system
- Electrical systems
- Oxygen systems
- Stretchers
- Wheelchairs
- Suction equipment




- Emergency and biomedical equipment
- Maintain complete vehicle service and repair records.
- Monitor vehicle downtime and ensure timely restoration of grounded vehicles.
- Coordinate with authorized service centres, garages, and technical vendors.

G. Emergency Readiness
- Ensure every ambulance is fully operational and equipped before deployment.
- Conduct daily ambulance readiness inspections.
- Ensure availability and proper functioning of applicable equipment, including:
- Oxygen cylinders and accessories
- Stretchers
- Wheelchairs
- Suction apparatus
- First-aid supplies
- Emergency/biomedical equipment
- Other equipment as specified by organizational protocols
- Ensure adequate fuel and essential supplies are available at all times.
- Maintain standby arrangements to prevent service disruption.
- Ensure immediate replacement or backup arrangements in case of breakdown.
- Coordinate with clinical/emergency teams wherever operational support is required.

H. Documentation & Regulatory Compliance
- Maintain updated records of all ambulance-related statutory and operational documents, including:
- Registration Certificate (RC)
- Insurance
- Pollution Under Control (PUC)
- Fitness Certificate
- Road Tax
- Permits
- Driver licences
- Applicable certifications
- Medical equipment calibration records
- Track expiry dates and ensure timely renewal of all documents.
- Ensure compliance with applicable transport, road safety, healthcare, and ambulance-service regulations.
- Maintain proper documentation for audits and inspections.
- Ensure zero lapses in statutory compliance.

I. Cost Control & Operational Efficiency
- Monitor and control ambulance operating costs.
- Analyze fuel, maintenance, repair, manpower, and other fleet-related expenses.
- Identify opportunities to reduce cost per kilometre and cost per trip.
- Control unnecessary vehicle idling and inefficient deployment.
- Negotiate commercial terms with garages, fuel vendors, tyre suppliers, service providers, and other vendors.
- Monitor repair costs and identify recurring maintenance issues.
- Improve fleet productivity without compromising patient safety or service quality.

J. Patient Transport Coordination
- Coordinate patient pick-up and drop schedules.
- Ensure timely and safe transportation for:
- Emergency patients
- Inter-hospital transfers
- ICU transfers
- Home pick-up services
- Diagnostic appointments
- Scheduled patient transportation
- Coordinate with patients, attendants, hospitals, nursing/clinical teams, and patient coordinators.
- Ensure patient dignity, safety, comfort, and timely handover throughout the journey.
- Address transportation-related complaints and escalate critical issues appropriately.

K. Vendor Management Manage and coordinate with external vendors, including:
- Fuel stations
- Vehicle service centres and garages
- Spare-parts suppliers
- Tyre suppliers
- GPS and fleet-tracking service providers
- Insurance companies
- Ambulance equipment suppliers
- External ambulance service providers, where applicable

Monitor vendor performance, service quality, turnaround time, costs, and contractual compliance. L. MIS, Data Analysis & Reporting

Prepare and review daily, weekly, and monthly operational reports, including:

- Ambulance availability and utilization
- Emergency response time
- Patient pick-up and drop performance
- Distance travelled
- Fuel consumption and mileage
- Fuel variance
- Maintenance expenses
- Vehicle downtime
- Breakdown analysis
- Driver attendance
- Driver performance
- Cost per trip
- Cost per kilometre
- Patient transportation statistics
- GPS compliance
- Route deviation
- Incident and accident reports
- Preventive maintenance compliance

Use MIS and data analysis to identify trends, operational gaps, and opportunities for improvement. M. Quality, Safety & Incident Management
- Implement fleet safety standards and operational SOPs.
- Conduct regular ambulance and fleet safety audits.
- Investigate accidents, breakdowns, delays, complaints, and other operational incidents.
- Conduct root-cause analysis for significant incidents.
- Ensure implementation and monitoring of Corrective and Preventive Actions (CAPA).
- Identify operational risks and implement mitigation measures.




- Promote a culture of patient safety, accountability, discipline, and continuous improvement.
- Ensure all operational activities are conducted without compromising patient safety.

1. Key Performance Indicators (KPIs)

The Logistics Manager will be evaluated against defined operational and service-performance standards, including:

KPITargetAmbulance Availability≥ 98%

GPS Compliance100%

Live Tracking Compliance100%

Preventive Maintenance Compliance100%

On-Time Patient Pick-up & Drop≥ 98%

Statutory Compliance100%

Emergency Response TimeWithin defined organizational standardFuel VarianceWithin approved limitsVehicle BreakdownsMinimum / within defined thresholdPreventable Accidents Due to NegligenceZeroOperational Cost per KilometreContinuous improvementPatient/Hospital SatisfactionAs per organizational target

Specific targets may be revised based on fleet size, operating geography, service model, and organizational requirements.

1. Required Qualifications

- Graduate in any discipline from a recognized institution.
- MBA / PG Diploma in:
- Operations Management
- Logistics & Supply Chain
- Hospital Administration
- Transport Management
- Healthcare Management
- will be an added advantage.
- Certification in Fleet Management, Transport Management, Logistics, or Ambulance Operations will be preferred.5. Required Experience
- 5–8 years of relevant experience in:
- Logistics
- Fleet Management
- Ambulance Operations
- Hospital Transport Services
- Emergency Medical Transportation
- Healthcare Logistics
- Experience managing multiple ambulances and emergency transportation operations is highly desirable.
- Experience in a hospital, healthcare organization, ambulance service provider, or emergency-response environment will be preferred.
- Experience managing drivers, vendors, vehicle maintenance, GPS systems, and fleet MIS is required.

1. Technical Skills

The candidate should have practical knowledge of:
- Ambulance fleet management
- Fleet deployment and utilization
- Emergency dispatch operations
- Route planning and optimization
- GPS and live vehicle tracking systems
- Fleet Management Software
- Fuel management and mileage analysis
- Preventive maintenance planning
- Vehicle breakdown management
- Microsoft Excel and MIS reporting
- Data analysis and operational dashboards
- Vendor management
- Cost control and budgeting
- Emergency logistics coordination
- Documentation and compliance management

1. Behavioural Competencies

The ideal candidate should demonstrate:
- Strong leadership and team-management skills
- Excellent decision-making under pressure
- High integrity and accountability
- Strong coordination and communication skills
- Problem-solving and analytical thinking
- Patient and customer-centric approach
- Strong organizational and time-management skills
- Ability to work effectively in a 24×7 healthcare environment
- Calm and composed approach during emergencies
- Ability to handle multiple priorities simultaneously
- Solid attention to detail
- Ownership and result orientation
- Ability to drive continuous operational improvement

1. Key Stakeholders

The Logistics Manager will work closely with:
- General Manager – Operations
- Managing Director
- Hospital Administration
- Emergency Department
- Doctors and Clinical Teams
- Nursing Teams
- Patient Coordinators
- Ambulance Drivers
- Transport Staff
- Finance & Accounts
- HR & Administration
- Procurement
- Maintenance Teams
- External Vendors and Service Providers

1. Working Conditions

- The position operates within a 24×7 emergency healthcare environment.
- The incumbent may be required to work in shifts, weekends, holidays, and during emergency situations.
- The role requires frequent coordination with drivers, hospitals, patients, vendors, and internal departments.
- The incumbent must be available to respond to critical operational issues and ambulance emergencies whenever required.

1. Role Objective

The Logistics Manager – Ambulance Operations is accountable for ensuring that the organization's ambulance fleet is available, safe, compliant, properly equipped, efficiently deployed, and capable of providing timely patient transportation at all times. The role combines fleet management, emergency logistics, people management, cost control, compliance, technology, and patient-service excellence to achieve reliable and high-quality ambulance operations.

Pay: ₹25,290.50 - ₹30,000.00 per month

Application Question(s)

- How many years of experience do you have ?
- What is your current CTC ?
- What is your expected CTC ?

Work Location: In person

📌 Logistics Manager - Ambulance operations (Varanasi)
🏢 Karauli Diagnostic
📍 Varanasi