Job Description : Transport Executive

Location : Seshadripuram, Bangalore

Key Responsibilities

• Plan, schedule, and monitor primary (plant/mother warehouse to depot) and secondary (depot to customer) dispatches.

• Verify billed amount against agreed contract rates; confirm billed rates as per approved rate cards and SLAs.

• Validate distance (km), weight (tonnage), and vehicle type as per LR (Lorry Receipt).

• Cross-check LR copy, e-way bill, and GRN (Goods Receipt Note) for each trip; ensure document completeness.

• Ensure GST compliance on freight invoices (HSN, tax split, place of supply, registration details).

• Post verified bills for timely payment; track payment status with Finance; resolve queries with transporters.

• Validate vouchers for local freight, loading/unloading, material handling, and urgent transport; ensure approvals.

• Check GST applicability for reimbursable expenses; verify supporting documents (fuel slips, gate passes, petty cash vouchers).

• Reconcile petty cash balances with ERP records; maintain voucher books and cash logs.

• Prepare periodic MIS: transport cost (primary & secondary), per‑kg/per‑km benchmarks, lane-wise cost, and variance analysis.

• Highlight variances in billed vs actual freight cost; recommend corrective actions (route optimization, vehicle mix, load planning).

• Coordinate with transporters for vehicle placement, escalation handling, demurrage/ detention approvals, and penalty management.

• Support safety and compliance: driver KYC, vehicle documents (RC, fitness, insurance), and adherence to RTO norms.

• Drive continuous improvement (Lean/Kaizen): reduce lead time, improve fill rates, increase vehicle utilization, and reduce freight leakage.

• Assist in rate discovery/renewal: provide volume lanes, historical cost, and performance inputs to procurement.

• Stakeholder management: work with warehouse operations, sales, finance, and transport partners; ensure SLA adherence.

Key Performance Indicators (KPIs)

• Average freight cost per kg / per km / per lane

• Invoice first‑pass yield (no. of invoices cleared without query)

•• % POD closed within agreed TAT

• E‑way bill compliance rate & exception count

• Detention/Demurrage cost as % of freight

• Discrepancy rate (billed vs dispatch records)

• Audit NCs (number and severity)

• Petty cash reconciliation accuracy

Skills & Knowledge

• Strong knowledge of transport operations (FTL/LTL), LR, e‑way bill, GRN, POD.

• GST on freight: place of supply, RCM/forward charge (as applicable), invoice validation.

• ERP/WMS/TMS proficiency (e.g., SAP, ).

• Advanced Excel (pivot, lookup, power query), and MIS reporting; basic Power BI preferred.

• Analytical ability for cost variance and route optimization; basic Lean tools (5S, Kaizen).

• Documentation and audit readiness; attention to detail.

• Communication and cross‑functional coordination; escalation handling.

Approval Matrix (Transport & Billing)

• Rate and vendor approvals: As per procurement/management matrix.

• Detention/Demurrage: Pre‑approved thresholds; exceptions with written approval.

• Petty cash and reimbursables: As per finance SOP; monthly reconciliation.