Job Purpose
The Transport Coordinator is the central point of contact for City Pro Transport’s daily operations, covering taxi bookings and school run services across a 7:00am–07:00pm shift. The role owns the full cycle of a booking from call to completion: taking bookings by phone, dispatching and coordinating drivers and passenger assistants (PAs), liaising with schools and parents, monitoring live journeys via the tracking system, and ensuring every vehicle runs on time. The role also covers driver and PA onboarding, training coordination, and compliance document management.
Key Responsibilities
Call Handling & Booking
- Answer inbound phone calls for taxi bookings, amendments, and cancellations.
- Take accurate booking details (pickup/drop-off, times, passenger needs) and enter them correctly into the taxi dispatch software.
- Provide clear, professional, and courteous service to all callers, including parents, schools, and members of the public.
Driver & PA Coordination
- Allocate and dispatch jobs to drivers and passenger assistants, matching the right vehicle and crew to each booking.
- Maintain regular contact with drivers and PAs throughout their shifts to confirm pickups, resolve delays, and reassign jobs as needed.
- Act as first point of escalation for driver or PA issues during the shift (breakdowns, lateness, passenger incidents).
School Run Monitoring
- Monitor all school run journeys in real time to ensure pickups and drop-offs happen on schedule.
- Liaise directly with schools and parents to confirm arrangements, communicate delays, and resolve concerns promptly.
- Proactively flag and resolve issues that could affect a child’s safe and timely transport.
Software & Tracking
- Operate and manage the taxi booking and dispatch software for all bookings across the day.
- Monitor GPS/live tracking to confirm vehicles are on route and departing/arriving on time.
- Keep booking records, job statuses, and system data accurate and up to date at all times.
On-Time Performance
- Ensure all taxis and school run vehicles depart and arrive within scheduled times.
- Identify potential delays early and take corrective action (rerouting, reallocating drivers, informing customers).
Driver & PA Administration
- Register new drivers and passenger assistants on the operating system and set up their profiles.
- Arrange and schedule required training for drivers and PAs (induction, safeguarding, refresher training).
- Maintain accurate, up-to-date personnel files for all crew members on the system.
- Request, chase, and log required compliance documents (e.g. licences, DBS checks, insurance, MOT/vehicle documents) and track renewal dates to avoid lapses.
Person Specification
Essential
- Excellent telephone manner and communication skills.
- Strong multitasking ability – comfortable handling multiple calls, jobs, and systems simultaneously.
- Confident using booking/dispatch software, tracking systems, and general IT (spreadsheets, email).
- High attention to detail, particularly around bookings, records, and compliance documents.
- Calm, level-headed, and solutions-focused under pressure, especially during peak school-run periods.
- Good local geographic knowledge.
- Understanding of safeguarding considerations when coordinating school run and passenger assistant services.
Desirable
- Previous experience in a taxi, private hire, PTS, or transport dispatch role.
- Experience with driver/crew file management and compliance tracking.
- Experience coordinating or scheduling staff training.
Working Hours
Operational coverage runs 7:00am to 7:00pm. Coordinators work scheduled shifts within this window on a rota basis, with handover procedures to ensure continuous coverage across the day.
Job Type: Full-time
Pay: £24,800.00-£26,000.00 per year
Benefits:
Ability to commute/relocate:
- Hounslow TW4: reliably commute or plan to relocate before starting work (preferred)
Application question(s):
- Do you require a work visa in the future?
- If you are on a visa, what’s the visa expiry date?
Education:
Work authorisation:
- United Kingdom (preferred)
Work Location: In person
