Facility & Admin Executive

Introduction


Overview

The Transport Executive is responsible for planning, coordinating, and optimizing daily transport operations, with a strong focus on route planning, vehicle allocation, and on-time service delivery. The role ensures efficient use of fleet resources, cost control, compliance with transport regulations, and smooth coordination between drivers, operations, and customers.

How you'll make an impact

Responsibilities:

Routing and Dispatch

• Plan and optimize vehicle routes based on delivery/pickup schedules, traffic conditions, customer requirements, and operational priorities.
• Assign routes to drivers and monitor route execution throughout the day.
• Re-route vehicles when required due to delays, breakdowns, emergencies, or customer changes.
• Ensure maximum route efficiency to reduce fuel consumption, travel time, and empty mileage.

Vehicle Allocation

• Allocate suitable vehicles based on load type, size, destination, and service requirements.
• Ensure proper utilization of fleet resources to avoid underuse or overuse of vehicles.
• Maintain a daily allocation plan for available vehicles and drivers.
• Coordinate with maintenance teams to ensure only roadworthy vehicles are dispatched.

Fleet Coordination

• Track vehicle movement, availability, turnaround time, and utilization.
• Coordinate with drivers for trip readiness, documentation, and departure schedules.
• Monitor vehicle breakdowns, delays, and service interruptions and escalate promptly.
• Support vehicle replacement arrangements when needed.

Operational Control

• Maintain transport schedules and ensure timely pickups and deliveries.
• Review and manage transport logs, trip sheets, fuel records, and dispatch records.
• Liaise with warehouse, logistics, sales, and customer service teams to meet operational needs.
• Handle urgent transport requests and last-minute changes effectively.

Compliance and Safety

• Ensure adherence to transport laws, company policies, and safety standards.
• Verify that drivers follow road safety, load safety, and documentation requirements.
• Support vehicle inspection, insurance, permit, and fitness compliance monitoring.
• Report incidents, accidents, or violations according to company procedures.

Cost and Performance Management

• Monitor transport costs including fuel, tolls, overtime, maintenance, and third-party transport charges.
• Identify opportunities to improve fleet efficiency and reduce operational expenses.
• Maintain KPI reports related to vehicle utilization, on-time performance, and route efficiency.
• Assist in analyzing transport performance and recommending improvements.

Key Deliverables

• Daily route plan and vehicle allocation sheet
• Driver dispatch schedule
• Transport performance and utilization reports
• Exception and incident reports
• Updated trip and fleet records

About you

Qualifications:

• Bachelor’s degree or diploma in Logistics, Transportation, Supply Chain, Operations, or related field.
• 2–5 years of experience in transport operations, fleet coordination, or logistics.
• Experience in route planning and vehicle scheduling is preferred.

Skills and Competencies

• Strong knowledge of routing, dispatch, and fleet management
• Ability to allocate vehicles efficiently based on operational needs
• Good communication and coordination skills
• Problem-solving and decision-making ability
• Strong organizational and time-management skills
• Proficiency in MS Excel and transport management systems
• Understanding of traffic regulations and transport compliance
• Ability to work under pressure and manage multiple priorities

Personal Attributes

• Detail-oriented
• Proactive and adaptable
• Team player
• Customer-focused
• Responsible and safety-conscious

Additional Information

At Gallagher, we believe supporting our colleagues goes far beyond the role itself. For more information, visit our Benefits page.

• Competitive compensation
• Comprehensive benefits programs designed to support your well-being 
• Career development opportunities and ongoing learning 
• A collaborative, people-first culture with accessible leadership 
• The opportunity to do meaningful work with global reach and local impact 

At Gallagher, we are dedicated to building an inclusive and authentic workplace. If your past experience doesn’t align perfectly, we encourage you to join our Talent Community to stay connected to additional career opportunities. At times, we will consider transferable skills from previous roles.

Gallagher is an affirmative action/equal opportunity employer (Minorities/Females/Veterans/Disabled)