The Office Support Coordinator provides administrative and operational support for the school bus transportation department. This position helps coordinate daily transportation activities, maintain accurate records, communicate with drivers, school personnel, parents, and management, and ensure that transportation operations run safely and efficiently.
The ideal candidate is highly organized, dependable, detail-oriented, and comfortable working in a fast-paced environment where priorities can change quickly.
Essential Duties and Responsibilities
- Provide day-to-day administrative support to the transportation department and management team.
- Assist with daily school bus operations, including driver communication, route information, schedules, and transportation changes.
- Communicate professionally with school administrators, staff, parents/guardians, drivers, attendants, students, and transportation personnel.
- Receive and respond to telephone calls, emails, and transportation-related inquiries.
- Maintain accurate employee, driver, vehicle, route, and transportation records.
- Assist with driver attendance, timekeeping, scheduling, and daily staffing coverage.
- Coordinate substitute drivers and coverage for absences, when needed.
- Enter and maintain transportation data in company software and other electronic systems.
- Assist with preparing reports, correspondence, spreadsheets, forms, and other transportation documents.
- Track required driver documentation, certifications, training records, and compliance-related paperwork.
- Assist with maintaining vehicle and maintenance records and communicating service needs to appropriate personnel.
- Support accident/incident documentation and ensure required paperwork is routed appropriately.
- Assist with student transportation changes, including new assignments, cancellations, address changes, and special transportation requests.
- Monitor and document transportation concerns and escalate safety or operational issues to management.
- Maintain confidentiality of student, employee, and company information.
- Assist with office organization, filing, scanning, copying, and document retention.
- Support transportation supervisors and managers with special projects and other administrative duties as assigned.
- Follow all company policies, school district requirements, and applicable transportation safety regulations.
Qualifications
- High school diploma or equivalent required; additional administrative or business training preferred.
- Previous administrative, office coordination, dispatch, transportation, school, or customer-service experience preferred.
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Ability to multitask and prioritize in a busy transportation environment.
- Strong attention to detail and accuracy.
- Proficiency with Microsoft Office, Google Workspace, spreadsheets, email, and general office technology.
- Ability to learn transportation routing, scheduling, dispatch, and student-management software.
- Ability to handle confidential information professionally.
- Strong problem-solving skills and the ability to remain calm under pressure.
- Ability to work effectively with drivers, school personnel, parents, students, and management.
Preferred Experience
Experience in one or more of the following areas is a plus:
- School bus or student transportation operations
- Dispatch or fleet coordination
- School district administration
- Transportation scheduling
- Driver staffing and attendance coordination
- Customer service
- Fleet or vehicle recordkeeping
- Regulatory or compliance documentation
- Strong computer skills with Excel, Word and Outlook
Work Environment
This position works primarily in an office environment within a school bus transportation operation. The role may involve frequent telephone and radio communication, interruptions, changing priorities, and time-sensitive operational issues. The coordinator must be able to work collaboratively with transportation staff while maintaining professionalism and confidentiality.
Key Skills
Organization | Communication | Customer Service | Scheduling | Data Entry | Problem Solving | Attention to Detail | Confidentiality | Teamwork | Transportation Coordination