Transportation Coordinator

About the job

Starr Bus Charter & Tours has been family-owned and operated for nearly 80 years, and we're now in our third generation. We're looking for a Transportation Coordinator to join our operations team and help keep our motorcoach fleet running safely, reliably, and on time.

This is a fast-paced, hands-on role that goes well beyond day-of dispatch. Reporting to the VP of Operations, you'll cover trips that are added or changed after the initial schedule is set, keep drivers and Tour Directors informed and equipped for every trip, and own the fleet compliance, insurance, and payroll administration that keeps us running legally and smoothly. You'll sit between drivers, Maintenance, customers, and management, and your work directly affects the safety and satisfaction of every customer we serve. On-call coverage for evenings and weekends rotates among the team, about one week per month.

• Dispatch & Trip Coverage
• 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

• Trip Documentation & Communication
• 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

• Driver Support & Logistics
• 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

• Fleet Compliance
• 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 transponders by vehicle and collect driver fuel receipts

• Prepare quarterly IFTA and fuel tax filings (U.S. and Canada)

• Insurance, Payroll & Filings
• 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

Why Starr
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.

• 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, whether it's a driver at 5am or an insurance broker

• 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), since charter and tour trips sometimes run outside standard business hours

• A plus: familiarity with DOT/FMCSA hours-of-service, DVIR, and fleet compliance recordkeeping - A plus: exposure to fleet insurance administration, payroll, or multi-jurisdiction tax and regulatory filings