Job Title: Trip Expense Executive --- Job Summary: The Trip Expense Executive is responsible for managing, disbursing, and reconciling all trip-related expenses for drivers in a timely, transparent, and accurate manner. This role plays a key part in ensuring the smooth execution of logistics operations by maintaining strict control over expense disbursement, documentation, and settlement related to each trip — including fuel, tolls, loading/unloading, fooding allowances (post 48 hours of detention at any location as per company policy), and other approved trip-related expenses, if any. --- Key Responsibilities: · Disburse trip-related expenses (advances and final settlements) to drivers as per approved trip sheets and journey plans. · Verify trip sheets, route details, and journey plans before releasing any funds. · Coordinate with dispatch and operations teams to confirm trip requirements and forecast expenses. · Maintain comprehensive records of all disbursements, including receipts, fuel slips, cash toll receipts, and other supporting documents. · Handle both cash and digital payments (UPI, bank transfers) as per company financial policy. · Follow up with drivers and concerned supervisors to ensure timely submission of expense bills and receipts post-trip. · Reconcile advance payments against actual trip expenses and ensure accurate settlement. · Monitor day-to-day Traffic & RTO challans, incidents, penalties, and violations and coordinate for timely resolution. · Prepare and share daily, weekly, and monthly reports on trip expenses, FasTag usage, and cash flow. · Ensure strict adherence to internal financial controls, accounting procedures, and company SOPs. · Support internal and external audits by providing necessary data, reports, and documentation. · Maintain professional and cordial relations with drivers and field staff while ensuring financial discipline and compliance. · Identify and promptly escalate any discrepancies, overspending, or irregular claims to management. --- Skills & Competencies: · Strong attention to detail and accuracy in handling financial transactions. · Excellent communication and interpersonal skills for coordination with drivers and operations teams. · Sound negotiation, analytical, and problem-solving abilities. · High integrity and reliability in managing cash and confidential financial data. · Ability to perform effectively in a fast-paced, dynamic logistics environment. · Proficiency in MS Excel, and familiarity with ERP / Expense Management Systems (preferred). · Good understanding of National and State Highways, RTO rules, and transport regulations. · Knowledge of Journey Management Plans (JMP) and trip planning processes. --- Working Conditions: · Field visits to depots, sites, or driver halting points may be required. · Role involves 24×7 shift operations (rotational shifts).
POSITION SUMMARY This position will be responsible for overseeing day-to-day operations of heavy motor vehicle fleets, ensuring safe, efficient, and compliant transport operations. The role requires supervision of drivers, monitoring vehicle performance, coordinating with clients and internal teams, and driving operational excellence to support timely and reliable logistics services. KEY RELATIONSHIPS Reports to – Cluster Manager, Operations Direct Reports – Other Key Relationships – Functional Heads, Internal business units 👥 KEY RESPONSIBLITIES § Fleet Operations Management o Supervise and coordinate daily deployment of HMV vehicles across routes, hubs, and client locations. o Ensure on-time loading, unloading, and deliveries as per client schedules. o Monitor trip plans, vehicle schedules, and turnaround times to optimize utilization. § Driver Supervision & Compliance o Allocate duties and brief drivers on routes, safety, and operational requirements. o Monitor driver attendance, discipline, and performance; provide on-ground support. o Ensure adherence to RTO norms, traffic rules, and organizational compliance. § Safety & Maintenance o Conduct regular vehicle checks with maintenance teams to ensure roadworthiness. o Report accidents, breakdowns, or deviations, and coordinate immediate resolution. o Enforce safety standards and promote defensive driving practices. § Performance Tracking & Reporting o Track KPIs such as fuel efficiency, trip adherence, downtime, and utilization. o Maintain records of trips, driver rosters, and vehicle logs. o Submit periodic operational reports to management. § Stakeholder Coordination o Liaise with clients for smooth loading/unloading operations and POD (Proof of Delivery) compliance. o Coordinate with vendors, mechanics, and support staff for seamless operations. o Work closely with the Operations/Cluster Manager to resolve escalations. 📌 CANDIDATE PROFILE Ideal Experience · Graduate / Diploma in Logistics, Transport Management, or related field (preferred). · Minimum 1–3 years of experience in fleet / transport operations (HMV segment preferred). · Knowledge of RTO regulations, fleet management systems, and transport compliance. · Strong leadership and supervisory skills with ability to manage large driver teams. · Good communication, problem-solving, and decision-making abilities. · Working knowledge of MS Office / fleet management software.