Data Entry Executive

We are looking for a detail-oriented Data Entry Operator to support our transport operations, including employee transportation, driver compliance, vehicle compliance, and outstation trip management. The candidate will be responsible for maintaining accurate operational records, updating transport-related data, monitoring compliance documents, and coordinating with drivers, vendors, and the operations team.

Key Responsibilities

1. Employee Transport Data Management

• Maintain daily employee transport records, including route, trip, vehicle, driver, and employee details.

• Enter and update employee pickup/drop, route, shift, and trip-related information in the transport system.

• Maintain records of daily trips, attendance, vehicle allocation, and trip completion.

• Update changes in routes, vehicles, drivers, and employee transportation requirements.

• Prepare daily/weekly/monthly transport reports as required.

2. Driver Compliance

• Maintain and regularly update driver compliance records.

• Verify and track Driving License, Police Verification, Medical Fitness, ID Proof, Training Certificates, Background Verification and other required documents.

• Monitor document expiry dates and maintain an expiry/renewal tracker.

• Follow up with drivers/vendors for pending or expired documents.

• Ensure only compliant drivers are assigned to employee transport and outstation trips.

• Maintain records of driver onboarding, training, and compliance status.

3. Vehicle Compliance

• Maintain vehicle-wise compliance records.

• Track and verify documents such as RC, Insurance, Permit, Fitness Certificate, Pollution Certificate (PUC), Road Tax and other applicable documents.

• Monitor expiry dates and coordinate with vendors/vehicle owners for timely renewals.

• Maintain vehicle inspection and maintenance records.

• Update vehicle compliance status in the system and highlight expired/pending documents.

• Ensure vehicles deployed for transportation meet the required compliance standards.

4. Outstation Trip Management

• Enter and maintain records of all outstation trips.

• Maintain trip details including customer/employee, vehicle, driver, destination, date, reporting time, trip status, and kilometer details.

• Coordinate with drivers and operations teams for trip allocation and status updates.

• Maintain records of trip sheets, tolls, parking, fuel, allowances, and other trip-related expenses where applicable.

• Verify trip documents and ensure completion records are updated accurately.

• Prepare outstation trip reports and support billing/invoice-related data verification.

5. Data Entry & Record Maintenance

• Enter accurate data into Excel, ERP, transport management software, or other company systems.

• Maintain organized digital and physical records.

• Regularly cross-check data for errors, duplicate entries, and missing information.

• Update databases and trackers on a daily basis.

• Maintain confidentiality of employee, driver, vendor, and company information.

6. Reporting & MIS

• Prepare daily, weekly, and monthly MIS reports related to:

  • Employee transport trips

  • Driver compliance

  • Vehicle compliance

  • Document expiry

  • Outstation trips

  • Vehicle/driver utilization

  • Pending compliance documents

• Provide accurate data to the Operations and Management teams.

• Highlight discrepancies, pending documents, and compliance issues to the concerned team.

7. Coordination

• Coordinate with drivers, transport vendors, employees, supervisors, and operations teams for data and documentation requirements.

• Follow up on missing or expired documents.

• Support the operations team in resolving data-related discrepancies.

• Ensure timely completion of assigned administrative and data-entry activities.
  

Required Skills

• Good knowledge of MS Excel and data entry.

• Basic knowledge of VLOOKUP/XLOOKUP, SUMIF/SUMIFS, COUNTIF/COUNTIFS, filters, sorting and Pivot Tables will be an advantage.

• Good typing speed and accuracy.

• Strong attention to detail.

• Good record-keeping and documentation skills.

• Ability to track multiple records and expiry dates.

• Good communication and coordination skills.

• Ability to work with transport/ERP/TMS software.

• Ability to handle large volumes of operational data.
  

Qualifications & Experience

• 12th Pass / Graduate in any discipline.

• 1–3 years of experience in data entry, transport operations, fleet management, employee transportation, logistics, or compliance documentation preferred.

• Experience in employee transport or fleet operations will be an added advantage.

Key Performance Indicators (KPIs)

• Data entry accuracy and completeness.

• Timely updating of transport records.

• Timely tracking and renewal of driver/vehicle compliance documents.

• Accuracy of MIS and operational reports.

• Reduction in missing/expired compliance documents.

• Timely completion of outstation trip records.

• Proper maintenance of driver, vehicle, and trip databases.
  
  

Preferred Candidate: A disciplined and detail-oriented candidate who can efficiently manage transport-related data, compliance records, documentation, and coordination activities in a fast-paced operations environment.

• It is a Full Time Back Office / Data Entry job for candidates with 1 - 3 years of experience.