Transportation Officer

**Summary**:
The Transportation Officer is responsible for managing and coordinating the transportation and logistics functions across That's Living Group and its associated businesses, including F&B restaurants. The role involves overseeing the allocation and scheduling of drivers, maintaining vehicle conditions, ensuring compliance with safety and advertising regulations, and managing driver performance. Additionally, the officer will ensure accurate reporting for accidents, vehicle maintenance, and the timely renewal of vehicle advertising.

**Key Responsibilities**:

- **Driver Distribution & Scheduling**:

- Develop and manage driver schedules to ensure timely deliveries to That's Living and F&B restaurant locations.
- Assign drivers for night shifts to handle the delivery of furniture for display purposes in showrooms.
- Ensure driver availability for emergency deliveries and coordinate transportation for workers requiring medical visits or airport.
- **Vehicle & Driver Appearance Standards**:

- Ensure drivers maintain professional appearance standards and vehicles are cleaned regularly, ensuring a polished presentation for the transportation of luxury furniture.
- Conduct regular inspections to ensure vehicles are in presentable condition, free from damages or visible wear.
- **Vehicle Condition Monitoring & Compliance**:

- Regularly inspect vehicles for small scratches, damages, or signs of accidents, and coordinate necessary repairs.
- Oversee scheduled vehicle maintenance at designated intervals (e.g., 5,000 KM, 15,000 KM) and ensure timely inspections (Fahes) with coordination of drivers and vehicles.
- Liaise with the PRO to ensure vehicle documentation, including inspections, insurance and registration cards, are up to date and renewed promptly.
- **Vehicle Advertisement Management**:

- Maintain records of vehicle advertising expiry dates and ensure timely renewals in coordination with the PRO.
- Liaise with marketing teams for the placement and removal of advertising materials on vehicles, ensuring they comply with branding and local regulations.
- **Accident Reporting & Documentation**:

- Develop and maintain forms for reporting accidents, ensuring that the process includes multiple levels of signature verification from the driver, office, Operations Manager, and reporting to HR.
- Ensure thorough documentation of accidents, maintaining records in line with company policies and local laws.
- **Vehicle Maintenance & Cost Management**:

- Manage the maintenance schedule for the fleet, ensuring all vehicles receive timely servicing.
- Maintain a detailed log of all vehicle maintenance activities, including service dates, nature of repairs, and associated costs.
- Provide regular reports to the Operations Manager on vehicle maintenance performance, downtime, and cost efficiency.
- **Warehouse Coordination**:

- Coordinate with drivers to assist with the transportation of materials required for warehouse operations.
- Oversee the cleanliness of the warehouse by arranging transportation for cleaning materials and staff as needed.
- **GPS & Fleet Monitoring**:

- Monitor GPS tracking systems for daily violations such as speeding, route deviations, or accidents.
- Analyze GPS data to track fuel consumption vs. driving behavior, identifying areas for fuel efficiency improvements.
- Ensure drivers adhere to GPS-assigned routes and safety standards, responding promptly to any violations or discrepancies.
- **Time Sheet & Attendance Management**:

- Maintain control over driver timesheets, managing shift changes, overtime, and days off.
- Ensure proper documentation and approval processes for driver attendance and time off.
- **Coordination with Security & Other Departments**:

- Liaise with Security to verify GPS logs against the security logbook, ensuring alignment between transportation data and site security protocols.
- Coordinate transportation and vehicle access for security personnel when necessary.
- **Safety & Compliance**:

- Ensure all transportation activities comply with company safety standards and local regulations.
- Conduct regular safety briefings for drivers to reinforce safe driving practices and company policies.
- **Emergency Transportation Coordination**:

- Handle any emergency transportation requests, ensuring drivers are promptly assigned to urgent tasks.
- Develop contingency plans for transportation during unforeseen events such as vehicle breakdowns or accidents.

**Qualifications**:

- Proven experience as a Transportation Officer or similar role, preferably in a logistics or retail environment.
- Strong organizational and coordination skills, with the ability to manage multiple tasks and schedules.
- Knowledge of vehicle maintenance, compliance, and safety standards.
- Basic knowledge of vehicle mechanics and maintenance procedures.
- Understanding of local transportation regulations and Fahes inspection requirements.
- Experience using GPS tracking systems and fleet m