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. It’s an award-winning, purpose-driven environment where top talent thrives. To learn more, visit InvoiceCloud.com.

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

• Bachelor’s degree in any discipline.
• 3–5 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.

InvoiceCloud is committed to providing equal employment opportunities to all employees and applicants. We do not tolerate discrimination or harassment of any kind based on race, color, religion, age, sex, nationality, disability, genetic information, veteran or military status, sexual orientation, gender identity or expression, or any other characteristic protected under applicable laws.

This commitment applies to all aspects of employment, including recruitment, hiring, placement, promotion, termination, layoff, recall, transfer, leave, compensation, and training.

If you require a disability-related or religious accommodation during the application or recruitment process, and wish to discuss possible adjustments, please contact jobs@invoicecloud.com.

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For recruitment agencies: InvoiceCloud does not accept unsolicited resumes from agencies. Please do not forward resumes to our job aliases, employees, or any other company location. InvoiceCloud is not responsible for any fees associated with unsolicited submissions.