Job Description: Transport Coordinator

Department: Facilities Management
Reports To: Transport Lead / Facilities Manager
Employment Type: Full-Time

Position Summary

The Transport Coordinator provides essential support to the transport management team by handling day-to-day booking, coordination, and approval of transportation services. This role ensures smooth and efficient transport operations by processing requests, communicating with vendors and clients, and maintaining accurate records of all transport activities.

Key Responsibilities

Transport Booking and Coordination

• Receive and process transportation requests from clients and internal teams
• Schedule and book trips with approved transportation vendors
• Coordinate vehicle assignments based on passenger requirements, destinations, and timing
• Confirm booking details with passengers and drivers to ensure accuracy
• Monitor daily transport schedules and adjust as needed for changes or cancellations

Trip Approval Support

• Review transport requests for completeness and compliance with booking policies
• Assist manager in approving trips based on established guidelines and budget parameters
• Verify passenger details, pickup/drop-off locations, and special requirements
• Escalate complex or non-standard requests to the Transport Lead or Manager for final approval

Vendor Communication

• Liaise with transportation vendors to confirm bookings and service availability
• Communicate schedule changes, cancellations, or special instructions to drivers
• Track vendor response times and service delivery
• Report vendor issues or service concerns to management promptly

Client and Passenger Support

• Serve as point of contact for transport inquiries and booking requests
• Provide timely updates to passengers regarding trip status, delays, or changes
• Address passenger questions or concerns professionally and courteously
• Gather feedback on transport services to support continuous improvement

Documentation and Record Keeping

• Maintain accurate records of all transport bookings, approvals, and completed trips
• Update transport tracking systems and databases with current information
• Prepare trip manifests and daily transport reports for management review
• Ensure proper documentation for billing reconciliation and audit purposes

Billing Support

• Assist with reviewing and validating vendor invoices against completed trips
• Track transport expenses and flag discrepancies or billing errors
• Support the approval process by providing accurate trip data and cost information
• Maintain organized records for financial reporting and budget tracking

Administrative Support

• Respond to emails, phone calls, and system notifications regarding transport requests
• Maintain transport calendars and scheduling tools
• Assist with preparing performance reports and operational metrics
• Support manager with special projects or process improvement initiatives

Qualifications

Required:

• High school diploma or equivalent; Associate's degree in Business Administration or related field preferred
• 1-3 years of experience in administrative coordination, customer service, or logistics
• Strong organizational skills and attention to detail
• Excellent verbal and written communication abilities
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word)
• Ability to multitask and work in a fast-paced environment
• Customer service oriented with professional demeanor

Preferred:

• Experience in transportation, logistics, or facilities management
• Familiarity with booking systems or scheduling software
• Knowledge of local geography and transportation routes
• Previous experience in a coordination or support role

Key Competencies

• Coordination and administrative skills
• Communication and interpersonal effectiveness
• Time management and prioritization
• Accuracy and attention to detail
• Problem-solving and adaptability
• Team collaboration
• Customer service excellence

Working Conditions

• Office-based role with standard business hours
• Frequent use of computer, phone, and email communication
• May require flexibility to accommodate early morning or evening transport bookings
• Occasional coordination during peak periods or urgent transport needs