Business Operation Officer - Transport

Job Description

Business Operations Officer - Transport (PTL)

Department: Transport Operations

Position: Business Operations Officer

Employment Type: Full-Time

Location: Kathmandu

Reports To: Transport Operations Manager / Senior Management

Job Summary

We are looking for a Business Operations Officer - Transport (PTL) who will be responsible for managing and coordinating day-to-day PTL transportation operations. The position will ensure smooth vehicle placement, shipment movement, pickup and delivery, driver coordination, customer communication, documentation, and operational cost control.

The ideal candidate should have good knowledge of transport operations, strong coordination skills, and the ability to handle multiple trips and operational issues efficiently.

Key Responsibilities

1. PTL Transport Operations

• Manage daily PTL transportation operations from pickup to final delivery.
• Plan and coordinate trips based on shipment volume, destination, vehicle capacity, and delivery requirements.
• Arrange appropriate vehicles for daily transportation requirements.
• Monitor shipments and vehicle movement throughout the trip.
• Ensure timely pickup, transit, and delivery of shipments.
• Coordinate loading, unloading, and route planning.

2. Driver & Vehicle Coordination

• Coordinate with drivers and vehicle partners for daily trip assignments.
• Ensure vehicles are available and placed on time.
• Brief drivers regarding pickup points, delivery locations, shipment details, and special instructions.
• Monitor driver performance and trip completion.
• Coordinate replacement vehicles in case of breakdown, delay, or unavailability.
• Maintain proper records of vehicle and driver performance.

3. Customer Coordination

• Coordinate with customers regarding pickup and delivery schedules.
• Provide shipment and delivery updates to customers.
• Handle day-to-day operational issues and customer complaints.
• Ensure customer requirements are properly communicated to drivers and operations teams.
• Maintain a professional relationship with customers and transport partners.

4. Shipment & Documentation Management

• Ensure proper documentation for every trip and shipment.
• Verify pickup and delivery documents, PODs, trip sheets, and other required documents.
• Ensure timely collection and submission of PODs.
• Maintain accurate records of shipments, trips, vehicles, drivers, and delivery status.
• Update all required information in the TMS/ERP system.

5. Cost & Operational Control

• Monitor trip-wise transportation costs.
• Track vehicle KM, fuel consumption, empty KM, and vehicle utilization.
• Identify unnecessary operational costs and support cost reduction.
• Ensure trips are operated within the approved pricing and cost structure.
• Support management in improving PTL operational profitability.

6. Internal Coordination

• Coordinate with Sales, Finance, Warehouse, Fulfillment, and other departments.
• Coordinate with transport vendors and vehicle partners.
• Follow up on pending PODs, invoices, payments, and operational documents.
• Escalate major operational issues to the concerned manager on time.

7. Reporting & Performance Monitoring

• Prepare daily and weekly transport operation reports.
• Monitor trip completion, delivery performance, vehicle utilization, and operational costs.
• Maintain accurate operational data and records.
• Identify operational gaps and provide recommendations for improvement.

Key KPIs

• On-Time Pickup & Delivery %
• Trip Completion Rate
• Vehicle Utilization %
• Cost per Trip / KM
• Empty KM %
• Vehicle Placement Success Rate
• POD Collection & Submission Rate
• Customer Complaint Resolution
• Driver Performance
• PTL Gross Profit / Contribution
• Operational Reporting Accuracy

Requirements

• Bachelor’s degree in Business Management, Logistics, Transportation, or a related field.
• 1–3 years of experience in transport, logistics, fleet, or operations.
• Practical knowledge of transport and PTL operations.
• Good knowledge of routes within Kathmandu Valley and major destinations.
• Strong communication and coordination skills.
• Good knowledge of MS Excel / Google Sheets.
• Experience with TMS, ERP, GPS, or logistics management systems is an advantage.
• Strong problem-solving and follow-up skills.
• Ability to work under pressure and manage multiple trips simultaneously.
• Willingness to work flexible hours when required.

Preferred Skills

• PTL & transport operations
• Trip and route planning
• Vehicle and driver coordination
• Customer handling
• Transport cost control
• Data analysis and reporting
• TMS/ERP operations
• Problem solving
• Team coordination
• Strong follow-up skills

Ideal Candidate

The ideal candidate is hands-on, proactive, and operationally strong, with the ability to coordinate drivers, vehicles, customers, and internal teams while ensuring every PTL shipment moves efficiently, on time, and within the planned cost.

Experience in logistics, transport, courier, freight forwarding, or fleet management will be highly preferred