Transport Manager

Transport Manager

The Transport Manager shall be responsible for planning, coordinating, and overseeing all university transport operations, including management of university-owned vehicles, hired/contracted transport services, drivers. The role ensures safe, efficient, compliant, and cost-effective transport solutions that support academic, administrative, and student mobility needs.

Key Responsibilities

Transport Operations Management

• Oversee daily operations of the universitys owned/hired transport fleet, including buses, cars, vans etc.
• Coordinate transportation support and ensure timely provision of transport for various special events including but not limited to conferences, academic trips, staff movement, student activities, and official university engagements.
• Coordinate scheduling, route planning, and deployment of vehicles.
• Manage hired/outsourced transport services, ensuring quality and compliance with university standards.
• Manage daily operations of university shuttle services, including routes, timetables, and vehicle dispatch.

Fleet Management

• Maintain an up-to-date inventory of all university-owned vehicles.
• Develop and implement preventive maintenance schedules.
• Liaise with workshops for repairs and servicing to minimize vehicle downtime.
• Monitor fuel consumption, mileage, and vehicle performance.
• Ensure all vehicles comply with legal requirementsinsurance, licensing, inspection, roadworthiness.

In-House Fuel Station Management

• Oversee day-to-day operations of the universitys petrol/fuel station.
• Ensure accurate fuel dispensing, record-keeping, and reconciliation of daily sales/usage.
• Monitor fuel stock levels and coordinate timely procurement.
• Enforce safety and environmental standards in fuel handling and storage.
• Prevent fuel misuse through strong control systems, audits, and reporting.

Staff Supervision & Administration

• Train and supervise drivers, mechanics, fuel attendants, and transport support/clerical staff.
• Develop schedules, assign duties, and monitor staff performance.
• Conduct training on safety, customer service, and vehicle care.
• Ensure compliance with HR policies and occupational health and safety regulations.
• Manage staff schedules and compliance with safety and regulatory requirements.
• Ensure staff follow standard operating procedures (SOPs) and service standards.

Budgeting & Reporting

• Prepare and manage the transport department budget, including fuel, maintenance, and contract services.
• Maintain accurate records of expenses of fuel, maintenance, staffing alongwith fuel consumption, vehicle logs, and service history.
• Provide monthly/quarterly reports and recommendations for improvements.
• Monitor requirements of fleet renewal.
• Negotiate contracts with service providers, maintenance vendors, or leasing companies.

Safety, Compliance & Risk Management

• Enforce transport safety policies and procedures for drivers and passengers.
• Conduct periodic vehicle inspections and safety audits.
• Investigate accidents and implement preventive measures.
• Ensure adherence to government transport regulations and university policies.
• Ensure adherence to all transportation regulations, licensing laws, and university policies.
• Oversee vehicle safety checks, maintenance schedules, and inspections.
• Develop and implement safety protocols, incident reporting, and driver training programs.

Planning & Sustainability

• Analyze transportation data to optimize routes, reduce costs, and improve service efficiency.
• Lead sustainability initiatives
• Contribute to long-term campus mobility planning and traffic management.

Service & Communication

• Serve as the point of contact for transport inquiries, complaints, and service updates.
• Communicate schedule changes, route disruptions, and policies to the campus community.
• Collaborate with departments, student committees, and event organizers on transport needs.

Qualifications & Experience

Essential Qualifications

• Bachelors degree in any discipline (candidates having degree in Transport Management, Logistics, Business Administration, Engineering, or related field shall be preferred).
• Minimum 3-5 years of experience in transport/fleet management; experience in an educational institution is an added advantage.
• Strong knowledge of vehicle maintenance, transport regulations, and fuel management systems.

Desirable Qualifications

• Experience in a higher-education or large-campus environment.
• Certification in transport management, logistics, or fleet operations.
• Knowledge of sustainable mobility programs and campus planning.
• Familiarity with transport scheduling software or fleet management systems.
• Proven leadership and supervisory experience.
• Proficiency in fleet management software is preferred.

Skills & Competencies

• Excellent organizational, coordination skills and Data-driven decision making
• Leadership and team management with Strong analytical and reporting abilities.
• Operational planning and coordination & High integrity and attention to detail, especially in fuel and cost control.
• Ability to work with diverse stakeholdersstudents, staff, contractors and ability to handle multiple tasks and meet deadlines.
• Strong interpersonal and communication skills.
• Safety and compliance focus
• Crisis and incident management
• Negotiation and vendor management

Key Performance Indicators (KPIs)

• Vehicle availability and reliability.
• Efficient fuel usage and cost control.
• Compliance with maintenance schedules and safety standards.
• Timeliness and quality of transport services provided.
• Effective management of hired transport contracts.
• Operational efficiency of the university petrol station.

Working Conditions

• Primarily campus-based with regular site visits to transport hubs and fleet parking areas.
• May require early mornings, evenings, or weekend work depending on service schedules.
• Occasional travel for training or vendor meetings.