Specialist - Check In and Dispatch

**Company:** Coastal Transportation Services Company

benefits

Job Purpose

Vehicle Dispatch & Coordination

• Ensure vehicles are dispatched on time according to the daily guest transfer schedule.
• Assign drivers to vehicles based on availability and operational needs.
• Monitor dispatching activities in real-time and reroute drivers when necessary to handle urgent or high-priority transfers.
• Ensure timely departures and arrivals for all guest and staff transfers.
• Communicate with the Planning and Operations teams to align on last-minute requests or changes.

Driver Management

• Oversee driver check-in/check-out procedures at the base.
• Manage key handovers for vehicle dispatch and returns.
• Ensure drivers are briefed on their schedules, routes, and any special instructions before departure.
• Monitor drivers' status and location throughout their shifts to ensure on-time service delivery.
• Divert drivers as needed to accommodate unexpected changes or new requirements.

Real-Time Operations Monitoring

• Track driver and vehicle movements via the Magenta system to ensure all transfers are running as planned.
• Identify and resolve any delays or disruptions quickly to maintain service standards**.**
• Keep records of on-road incidents, reporting issues to the Operations team for immediate action.

Quality Control & Grooming Checks

• Conduct routine driver grooming checks using the SQOR application, ensuring drivers meet grooming, uniform, and service standards.
• Verify vehicle cleanliness and readiness before dispatch.
• Report and escalate grooming or vehicle presentation issues for corrective action.

Reporting & Documentation

• Document daily dispatch records, driver assignments, and operational logs.
• Provide end-of-day reports on completed transfers, any delays, and issues encountered.
• Support the team in tracking key metrics like on-time performance and vehicle utilization.

Continuous Improvement

• Collaborate with the Planning Team to suggest improvements for smoother dispatch operations.
• Contribute to refining workflows, enhancing efficiency, and improving guest service delivery.
• Support implementation of new systems or processes as directed by the management team.

Job Requirements

• Qualification and Experience
• A bachelor’s degree or equivalent qualification.
• At least 5 years of industry experience and proven expertise in the transportation industry.

• Operational Planning & Coordination

• Excellent analytical, problem-solving & decision-making
• Time-management skills
• Problem-Solving

• Customer Service Excellence

• Fleet Management

• Safety & Compliance

• Demonstrated proficiency with Microsoft Office programs with a minimum of intermediate skills in Word, Excel, and Outlook.
• Strong communication and interpersonal skills.
• Strong aptitude for making informed decisions under pressure and addressing challenges with effective solutions.
• Ability to empower team members by delegating responsibilities, providing autonomy, and supporting professional growth.
• Draws effectively on relevant technical and specialist skills to identify and concentrate on key issues and priorities.
• Ability to prioritize tasks and resources effectively to meet operational goals.
• Strong capability in managing teams and ensuring smooth administrative processes.