School Bus Charter and Dispatch Coordinator

Position Summary

The School Bus Charter and Dispatch Coordinator is responsible for coordinating, scheduling, and dispatching school bus drivers and vehicles for charter trips, field trips, athletic events, and other transportation services. This position serves as a key communication link between school districts, customers, drivers, and company management to ensure transportation services are delivered safely, efficiently, reliably, and professionally.

The successful candidate will demonstrate strong organizational skills, attention to detail, effective communication, and the ability to manage multiple priorities in a fast-paced transportation environment. Safety, customer satisfaction, operational efficiency, and accurate recordkeeping are essential responsibilities of this position.

Essential Duties and Responsibilities

1. Charter and Trip Coordination

• Receive, review, and process charter, field trip, athletic, and special transportation requests.
• Coordinate trip details with school districts, organizations, and other customers, including dates, times, destinations, passenger counts, equipment needs, and special instructions.
• Enter and maintain accurate trip information in the company’s designated scheduling and reservation systems.
• Confirm trip details with customers and communicate changes, cancellations, or other updates promptly.
• Ensure trips are properly documented, scheduled, and communicated to the appropriate personnel.
• Assist with developing efficient trip schedules that maximize vehicle utilization while meeting customer requirements.

1. Driver Scheduling and Dispatch

• Schedule and assign qualified drivers to routes and charter trips based on availability, qualifications, experience, and operational needs.
• Coordinate vehicle assignments and ensure the appropriate equipment is available for each trip.
• Communicate trip assignments, departure times, destinations, reporting instructions, and other pertinent details to drivers.
• Monitor daily trip schedules and respond to driver absences, delays, cancellations, and unexpected changes.
• Coordinate substitute drivers and coverage when necessary.
• Ensure school district transportation needs and regularly scheduled route responsibilities receive appropriate priority when resolving scheduling conflicts.
• Maintain accurate and current driver and trip schedules.

1. Safety and Regulatory Compliance

• Ensure drivers assigned to trips meet applicable licensing, qualification, training, and company requirements.
• Reinforce compliance with company safety policies, passenger transportation procedures, and applicable federal, state, and local regulations.
• Verify that trip assignments and schedules allow for appropriate driver availability, required breaks, and compliance with applicable hours-of-service requirements.
• Communicate safety concerns, incidents, delays, and operational issues to management promptly.
• Never compromise safety or regulatory compliance to accommodate a scheduling request or customer demand.

1. Customer Service and Communication

• Serve as a primary point of contact for charter customers, school district personnel, drivers, and internal staff regarding trip scheduling and coordination.
• Respond to customer inquiries in a timely, professional, and courteous manner.
• Provide accurate information regarding trip confirmations, schedules, changes, and transportation arrangements.
• Develop and maintain positive working relationships with school district personnel and other customers.
• Address service concerns promptly and escalate unresolved issues to the Location Manager.
• Represent the company professionally in all customer and employee interactions.

1. Administrative and Billing Support

• Maintain accurate trip records, driver assignments, vehicle assignments, and customer communications.
• Ensure completed trips are documented and submitted for invoicing in accordance with company procedures.
• Review trip information for accuracy, including scheduled hours, mileage, wait time, and other billable services when applicable.
• Assist with resolving discrepancies between scheduled and completed trips.
• Maintain organized electronic and paper records as required.

1. Operational Support and Teamwork

• Work closely with the Location Manager and other operations team members to coordinate transportation services.
• Communicate vehicle availability, maintenance concerns, and equipment needs that may affect scheduled trips.
• Identify scheduling conflicts and operational inefficiencies and recommend practical solutions.
• Assist with daily transportation coverage and other operational duties as assigned.
• Support company initiatives focused on safety, service reliability, customer satisfaction, and cost-effective operations.

Qualifications

and Requirements

• High school diploma or equivalent required.
• Previous experience in dispatching, transportation coordination, scheduling, customer service, or a related field preferred.
• Experience in school bus, passenger transportation, or commercial transportation operations is highly desirable.
• Strong organizational skills and the ability to manage multiple assignments and competing priorities.
• Excellent verbal and written communication skills.
• Proficiency with computers, email, spreadsheets, and scheduling or reservation software.
• Ability to learn and effectively use company systems for trip scheduling, driver assignments, and billing documentation.
• Strong problem-solving skills and the ability to remain calm under pressure.
• Demonstrated dependability, attention to detail, professionalism, and sound judgment.
• Ability to work independently while contributing effectively to a team.
• Ability to maintain confidentiality and handle sensitive customer and employee information appropriately. Willingness to obtain CDL and drive as deemed necessary. Work Environment This position operates in a fast-paced transportation office where priorities may change quickly due to weather, driver availability, vehicle issues, customer requests, and school district scheduling needs.