Transportation Coordinator

Starr Bus Charters & Tours • Falls Township, PA

9d • $50,000 - $65,000 • Onsite

About The Position

Starr Bus Charter & Tours is seeking a Transportation Coordinator to join their operations team. This fast-paced, hands-on role is responsible for managing the day-to-day operations of the motorcoach fleet, ensuring safety, reliability, and punctuality. The position involves handling trip additions and changes, communicating with drivers and Tour Directors, and managing fleet compliance, insurance, and payroll administration. The role requires sitting between drivers, Maintenance, customers, and management, directly impacting customer safety and satisfaction. An on-call rotation for evenings and weekends is part of the role, approximately one week per month.

Requirements

• Dispatch, charter, motorcoach, or transportation logistics experience preferred; motorcoach or charter industry background strongly 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).
• Comfortable using AI tools to streamline and improve day-to-day processes.
• Strong organizational and decision-making skills under time pressure, able to juggle multiple trips and moving pieces at once.
• Clear verbal and written communicator who is calm under pressure and adjusts style to the audience.
• Sound judgment and the ability to work independently, knowing what to resolve yourself and what to escalate.
• Dependable and detail-oriented, with the discipline to track recurring deadlines and renewals without reminders.
• Takes ownership of problems until they're resolved, and builds trust and rapport with our driver group.
• Able to take part in our rotating on-call schedule (about one week per month).

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 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 transponponders 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.

Benefits

• Join a close-knit operations team at a family-owned company with a reputation for reliability across the Mid-Atlantic and Northeast.
• Our people are the reason our customers keep coming back, and we invest in them accordingly.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed