About This Role
This fast-paced, hands-on role in a family-owned bus charter and tour company involves ensuring the motorcoach fleet runs safely, reliably, and on time. The Transportation Coordinator will manage trip coverage, communicate with drivers and Tour Directors, and handle fleet compliance, insurance, and payroll administration. You will act as a key liaison between drivers, Maintenance, customers, and management, directly impacting customer safety and satisfaction.
Responsibilities
- Manage driver and motorcoach coverage for trips added or changed after the initial assignment window
- Run daily dispatch and monitor operations in real time
- Secure coverage for call-offs, no-shows, late arrivals, and last-minute or same-day add-on trips
- Respond quickly to vehicle issues and other day-of disruptions, working with Maintenance on vehicle availability
- Handle customer, vendor, and driver calls and questions professionally
- Escalate safety or operational concerns to the VP of Operations without delay
- Assign trip report times and motorcoaches in our scheduling system
- Review itineraries for hours-of-service compliance and routing feasibility before dispatch
- Answer driver questions on itineraries and job assignments
- Send Tour Directors their assigned motorcoach, driver, and report time for each tour trip
- Book and confirm driver lodging for overnight and multi-day trips
- Manage driver meal money and per diem for multi-day assignments
- Coordinate relief-driver logistics when trips exceed hours-of-service limits
- Manage Lost & Found
- Review daily driver logs (eRODS) and Vehicle Inspection Reports (DVIRs) for compliance issues and follow up with Maintenance on defects
- Monitor the nightly vehicle cleaning schedule and flag any missed service
- Track UCR and IRP (apportioned plate) renewals, and renew Ontario and Quebec registrations annually
- Assign and reconcile toll transponders by vehicle and collect driver fuel receipts
- Prepare quarterly IFTA and fuel tax filings (U.S. and Canada)
- Obtain and update Certificates of Insurance (COIs) and renew motorcoach insurance cards annually
- Coordinate with our insurance broker on driver and vehicle updates
- Prepare and process driver payroll
- Support required state, local, and federal business filings
Requirements
- Dispatch, charter, motorcoach, or transportation logistics experience preferred
- Comfortable learning scheduling/dispatch software and fleet compliance tools (we use TBN, Fleetio, and ELD systems)
- Strong with Microsoft 365 (Outlook, Excel, Teams, SharePoint)