Admin & Transport Coordinator

About InvoiceCloud:

InvoiceCloud is a fast-growing fintech leader recognized with 20 major awards in 2025 including USA TODAY and Boston Globe Top Workplaces multiple SaaS Awards wins for Best Solution for Finance and FinTech and national customer service honors from Stevie and the Business Intelligence Group. Judges also highlighted our mission to reduce digital exclusion and restore simplicity and dignity to how people pay for essential services as well as our leadership in AI maturity and responsible innovation. Its an award-winning purpose-driven environment where top talent thrives. To learn more .

Role Summary

The Admin & Transport Coordinator is responsible for managing day-to-day office administration facilities and employee transport operations. This role ensures smooth office functioning safe and compliant transport services effective vendor coordination and timely employee support in a fast-paced corporate environment.

Key Responsibilities

Office Administration & Facilities

• Manage daily administrative and facilities operations to ensure a safe clean and well-maintained office.
  Coordinate with vendors for housekeeping security maintenance and pantry services.
  Support employee onboarding/offboarding access cards seating and admin setup.
  Ensure compliance with building policies safety norms and statutory requirements.

Transport Operations

• Manage employee transport operations including cab scheduling routing and vendor coordination.
  Monitor cab utilization and occupancy to optimize costs.
  Ensure availability of escorts for late-night shifts and compliance with women safety guidelines.
  Handle transport escalations delays no-shows and emergency situations.
  Prepare and share transport MIS reports.

Vendor Cost & Invoice Management

• Coordinate with admin transport and facility vendors.
  Validate invoices support PO processing and assist in reconciliation with Finance.
  Monitor vendor performance against SLAs and identify cost optimization opportunities.

Employee Support & Communication

• Act as the point of contact for admin and transport-related employee queries.
  Coordinate food services office events mock drills and internal communications.

Compliance & Reporting

• Support fire drills emergency preparedness and ERT coordination.
  Maintain documentation reports and records for admin and transport operations.
  Prepare weekly/monthly MIS and escalate issues proactively.

Qualifications & Skills

• Bachelors degree in any discipline.
  35 years of experience in office administration facilities or transport operations.
  Strong communication coordination and vendor management skills.
  Knowledge of transport operations safety protocols and compliance.
  Basic understanding of PO invoicing and finance coordination.
  Proficiency in MS Excel Word Outlook and collaboration tools.
  Strong organizational multitasking and problem-solving abilities.

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