Transportation Coordinator

Job Description

Position Title: Transportation Coordinator (JOB 413)

Reports To: Director of Life Enrichment Department: Resident Services


Payroll Status: Non-Exempt


Salary Range: $20 - $ 21.25 / Hour

JOINING THE CARILLON TEAM

Carillon is West Texas' premier senior living community and is home to more than four hundred independent living, assisted living and skilled nursing residents. As part of the Carillon Team, you'll enjoy our exceptional work environment, a highly collaborative staff of professionals, generous compensation, and a full suite of benefits including medical, dental, vision, life, accident and hospitalization insurance, as well as a robust retirement savings plan.


SUMMARY OF RESPONSIBILITIES

The Transportation Coordinator is responsible for planning, organizing, directing, and evaluating all transportation services provided to residents of Carillon. This position ensures safe, efficient, reliable, and courteous transportation for residents attending medical appointments, shopping trips, recreational outings, and other community-sponsored activities. The Coordinator oversees transportation personnel, fleet operations, regulatory compliance, budgeting, and service quality while supporting Carillon's mission of enhancing resident independence, safety, and quality of life.

ESSENTIAL JOB FUNCTIONS

• Direct and coordinate daily transportation services for independent living, assisted living, memory care, and skilled nursing residents.
• Develop transportation schedules that maximize efficiency while meeting resident needs.
• Ensure timely and reliable transportation for medical appointments, community events, shopping trips, and special programs.
• Evaluate transportation requests and allocate resources appropriately.
• Maintain systems for trip scheduling, dispatching, and recordkeeping.
• Recruit, hire, train, supervise, coach, and evaluate transportation personnel.
• Maintain adequate staffing levels to ensure uninterrupted service.
• Conduct performance evaluations and implement corrective action when necessary.
• Promote a culture of safety, accountability, teamwork, and exceptional customer service.
• Facilitate ongoing driver education and training.
• Ensure compliance with all federal, state, local, and organizational transportation regulations and policies.
• Monitor driver qualifications, licensing requirements, background checks, and driving records.
• Maintain transportation safety programs and conduct regular safety meetings.
• Investigate accidents, incidents, and complaints and implement corrective actions.
• Ensure compliance with Americans with Disabilities Act (ADA) requirements and safe passenger assistance practices.
• Oversee maintenance, inspection, repair, and replacement of departmental vehicles.
• Ensure all vehicles are clean, properly equipped, and maintained in safe operating condition.
• Maintain vehicle maintenance records and coordinate preventative maintenance schedules.
• Monitor fuel usage, mileage, and vehicle utilization.
• Recommend vehicle acquisitions and fleet improvements.
• Monitor departmental expenditures and identify cost-saving opportunities.
• Coordinate with Life Enrichment and Plant Department Directors regarding transportation-related purchases and vendor services.
• Foster positive relationships with residents, families, and staff.
• Address transportation concerns and service requests in a timely and professional manner.
• Continuously evaluate resident satisfaction and identify opportunities for service enhancement.
• Maintain department policies, procedures, and operational standards.
• Serve as the primary point of contact for transportation-related questions, concerns, and scheduling.

HOSPITALITY FOCUS

Carillon fully embraces a culture of hospitality. To that end, we include the following hospitality promises as a guide for our interpersonal interactions with residents, co-workers, and guests:

1. We greet residents, employees, and guests warmly, by name and with a smile.
2. We treat everyone with courteous respect.
3. We strive to anticipate resident, employee and guest needs and act accordingly.
4. We listen and respond enthusiastically in a timely manner.
5. We hold ourselves and one another accountable.
6. We embrace and value our differences.
7. We make residents, employees and guests feel important.
8. We ask, "Is there anything else I can do for you?"
9. We maintain high levels of professionalism, both in conduct and appearance, at all times.
10. We pay attention to details.

KNOWLEDGE AND ABILITY

• Knowledge of transportation operations, scheduling, dispatching, and fleet management.
• Knowledge of applicable transportation safety regulations and industry best practices.
• Strong leadership, coaching, and team-building skills.
• Excellent organizational and time-management abilities.
• Strong budget management and analytical skills.
• Ability to communicate effectively with seniors, families, employees, and community partners.
• Proficiency with transportation scheduling software and Microsoft Office applications.
• Ability to respond effectively during emergencies and changing operational conditions.
• Strong commitment to resident service and safety.
• Physical Requirements
• Ability to assist residents entering and exiting vehicles when necessary.
• Ability to lift up to 50 pounds occasionally.
• Ability to sit, stand, walk, bend, and reach throughout the workday.
• Ability to operate department vehicles when required.
• Ability to work outdoors in varying weather conditions.

EDUCATION, EXPERIENCE, & CREDENTIALS

• High school graduate or equivalent.
• 3 years of progressive transportation management experience.
• Valid Texas Commercial Driver License with Passenger Endorsement

PERSONAL AND PUBLIC CONTACT

Will have personal contact with all levels of Carillon staff, residents, family members, vendors, and other elder care professionals.

PHYSICAL/MENTAL CONDITIONS

Must be able to sit for up to 50% of the workday. Must be able to stand and walk throughout the community for up to 50% of the workday. Must be able to push or pull 50 pounds unassisted. Must be able to lift up to 30 pounds. Must be able to bend and reach. May be exposed to infectious and Contagious diseases.


OSHA TASK CATEGORY I

Tasks that involve exposure to blood, body fluids, and tissues.

COMPLIANCE

Responsible for abiding by all Carillon policies and procedures to include the Code of Ethics and the principles and standards set forth for conducting the business and affairs of Carillon, Inc.

Health Insurance Portability and Accountability Act of 1996 (HIPAA)

Responsible for abiding by all Carillon policies and procedures relating to HIPAA.