Charter Coordinator

School Bus Transportation Company is looking for a Charter Coordinator to join our team! This Charter Coordinator position ensures seamless daily transportation operations by managing scheduling, quoting, and driver logistics. You will oversee vehicle availability, process charter paperwork, audit GPS data, and act as a central point of contact between dispatch, payroll, and clients. Must have excellent communication and organizational skills and be able to present a positive, friendly and professional appearance to work with clients and employees. Extensive data entry, Excel, Microsoft Office and telephone usage will be required. Position will require some driving work and the ability to be flexible.

Responsibilities:

Prepare and update charter quotes using company approved software and maintain accurate rate information. Verify vehicle and driver availability for each charter request. Create and update the daily charter spreadsheet/schematic for all yards. Administer and maintain and disseminate all forms required to complete charter paperwork. Review, approve, and submit charter paperwork to Payroll and Accounting according to established deadlines for employee payment and client billing. Utilize GPS-tracker for complete charter trips and alert dispatchers to any discrepancies in driver-submitted times. Maintain a current manual outlining charter quoting procedures, required forms, and dispatcher instructions. Maintain timely and effective communication with dispatchers, safety, billing, and maintenance teams to coordinate charter operations and resolve issues as directed by management Provide dispatchers and drivers with detailed instructions, including E-ZPass usage and trip specifications. Notify clients, Operations Manager, and dispatch group immediately if a trip is delayed, changed or canceled. Advise Dispatchers and management if a driver fails to follow instructions, misuses time, or engages in unsafe practices. Ensure all charters have the necessary vehicles, equipment, and personnel. Oversee the charter radio channel and coordinate weekend charters (except when on approved vacation). Follow all company and school district procedures for lateness, accidents, or other incidents.

Education and Experience:

High school diploma or equivalent (GED), Associate's or Bachelor's degree preferred. Minimum 2-3 years of dispatching, charter coordination, or transportation/logistics experience preferred. Knowledge of bus fleet operations and scheduling requirements. Strong organizational and problem-solving skills with the ability to manage multiple priorities under pressure. Excellent written and verbal communication skills. Strong attention to detail, accuracy, and follow-through. Ability to work flexible hours, including weekends, as charter operations require. Ability to maintain professionalism and confidentiality at all times.

Salary :

Salary is negotiable based upon experience and any additional licenses.

Job Type:

Full-time Pay:

From $63,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance Application Question(s): Are you able to work some weekends?

Education:

Associate (Preferred)

Experience:

School bus driving: 1 year (Preferred)

Dispatching:

2 years (Preferred)

License/Certification:

CDL A or CDL B (Preferred) Passenger Endorsement (Preferred) School Bus Endorsement (Preferred)

Work Location:

In person