Dispatch and Operations Coordinator

Starr Bus Charters & Tours•Fairless Hills, PA

About The Position

Starr Bus Charter & Tours is seeking a Transportation Coordinator to join its operations team and help keep its motorcoach fleet safe, reliable, and on time. This hands-on, fast-paced role extends beyond day-of dispatch and involves coordination among drivers, Maintenance, customers, and management. The position reports to the VP of Operations and covers trips added or changed after the initial schedule is set, supports drivers and Tour Directors, and administers fleet compliance, insurance, payroll, and required filings. Rotating on-call coverage for evenings and weekends is about one week per month. The coordinator manages dispatch coverage and day-of disruptions, communicates trip details, supports driver logistics, reviews compliance records, tracks registrations and tax filings, and prepares operational reports. The role also uses AI tools and spreadsheet automation to streamline recurring work and improve operations.

Requirements

Dispatch, charter, motorcoach, or transportation logistics experience is preferred; motorcoach or charter industry experience is strongly preferred.
Comfort learning scheduling/dispatch software and fleet compliance tools; the company uses TBN, Fleetio, and ELD systems.
Strong skills with Microsoft 365, including Outlook, Excel, Teams, and SharePoint.
Hands-on experience using AI tools in daily work, such as drafting communications or analyzing data, and judgment to check AI output before relying on it.
Strong organizational and decision-making skills under time pressure, with the ability to manage multiple trips and changing details.
Clear verbal and written communication skills; ability to remain calm under pressure and adapt communication to the audience.
Sound judgment and ability to work independently, including knowing what to resolve and what to escalate.
Dependable, detail-oriented, and disciplined about tracking recurring deadlines and renewals without reminders.
Takes ownership of problems through resolution and builds trust and rapport with drivers.
Able to participate in the rotating on-call schedule, about one week per month, because trips sometimes run outside standard business hours.

Nice To Haves

Familiarity with DOT/FMCSA hours-of-service, DVIR, and fleet compliance recordkeeping.
Exposure to fleet insurance administration, payroll, or multi-jurisdiction tax and regulatory filings.

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 to vehicle issues and day-of disruptions in coordination with Maintenance.
Handle customer, vendor, and driver calls and questions professionally; promptly escalate safety or operational concerns to the VP of Operations.
Assign trip report times and motorcoaches in the scheduling system.
Review itineraries for hours-of-service compliance and routing feasibility before dispatch.
Answer driver questions about itineraries and job assignments.
Send Tour Directors the 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 missed service.
Track UCR and IRP renewals and renew Ontario and Quebec registrations annually.
Assign and reconcile toll transponders by vehicle and collect driver fuel receipts.
Prepare quarterly U.S. and Canada IFTA and fuel tax filings.
Build and maintain spreadsheet trackers for renewals, filings, and compliance deadlines.
Prepare regular reports for the VP of Operations on coverage, call-offs, and operational trends.
Use AI tools and spreadsheet automation to streamline recurring work, draft communications, analyze data, and improve operations.
Obtain and update Certificates of Insurance (COIs) and renew motorcoach insurance cards annually.
Coordinate driver and vehicle updates with the insurance broker.
Prepare and process driver payroll.
Prepare required state, local, and federal business filings.
Participate in the rotating on-call schedule for evenings and weekends, about one week per month.