Seasonal Transportation Dispatcher

Airport/Seaport Transportation Coordinator / Dispatcher

The Airport/Seaport Transportation Coordinator / Dispatcher plays a key role in ensuring the smooth and timely movement of passengers and transportation services. This role involves dispatching drivers, coordinating schedules, monitoring arrivals and departures, and serving as a liaison between drivers, guests, and operations teams. You will be the first point of contact in ensuring exceptional guest experiences from arrival to departure.

Job Responsibilities:

The role covers all areas of the Company, with a primary focus on coordinating and dispatching transportation services at the Airport, Seaport, Hotels, or alternate locations as necessary. Responsibilities include, but are not limited to, the following:

• Coordinate and dispatch transportation from the Airport, Seaport, Hotels, or other venues to meet operational requirements.
• Monitor all flight and cruise ship arrivals and departures, adjusting transport schedules accordingly to ensure on-time service.
• Maintain and reconfirm daily vehicle assignments, ensuring the highest standards are upheld and allocations are fair.
• Communicate promptly and clearly with drivers, guides, hotels, Airport & Seaport Authorities and the team to guarantee seamless guest dispatch and that vehicles are on location prior to pick-up.
• Ensure assigned drivers are fully briefed on routes and timings.
  
• Assist with inspecting vehicles before adding them to the transportation database, ensuring compliance with company standards.
• Help maintain and update the transportation database, including verifying licenses, insurance certificates, and other documentation.
• Support transportation health and safety audits to ensure regulatory compliance and company policy adherence.
• Assist with obtaining necessary permissions for vehicles and staff to enter the Seaport and coordinate with port authorities on bus bay and gate assignments.
• Maintain up-to-date logs of all transport movements, delays, issues, and changes, and provide timely reports to the relevant Managers
• Complete proper shift handovers, ensuring all pending issues, transport updates, and guest matters are communicated to the team.
• Assist in producing daily transportation reports for groups, cruise operations, and ground handling services.
• Monitor and maintain the transport discrepancy log, investigating and following up on any issues.
• Communicate daily taxi assignment changes and ensure accurate updates are entered into the reservation system.
• Coordinate flight delays and other schedule changes in collaboration with Senior Transport Logistics Manager, Transportation Manager, and Operations Manager Airport Services.
• Ensure welcome packs for arrivals are cross-checked and distributed to guests promptly.
• Assist with the setup and maintenance of signage, airport meet & greet areas, and ensure all airport cupboards and supplies are well organized.
• Ensure correct operator signage is used for meet & greet points and vehicles.
• Ensure availability of bottled water, cold towels, and baby seats at the airport as needed, assisting with distribution to guests.
• Deliver a proactive and customer-friendly Meet & Greet and Representation service for St. James Travel & Tours, Five Star Fast Track, and Sunlinc clients.
• Report any incidents or guest feedback to the Operations Manager Airport Services, Senior Transport Logistics Manager and Transportation Manager promptly.
• Communicate with drivers and guides in real-time via phone to ensure seamless coordination
• Provide guests with updated transport information and assist with inquiries when required
• Assist guests with missing luggage claims and follow up until resolution.
• Maintain good working relationships with airline, airport, seaport personnel, immigration, and customs officials under management guidance.
• Uphold a high level of service excellence and teamwork within the department and the wider company.
• Ensure all transport-related services meet company standards of customer care, professionalism, and safety
• Keep management informed of any service disruptions or client complaints
• Ensure delivery of a high level of service and most of all, maintain a spirit of team work among all team

Qualifications & Experience:

• Previous experience in a transportation, logistics, or dispatch role preferred
• Strong knowledge of airport and/or seaport operations and procedures
• Must own a reliable vehicle and possess a valid driver’s license (required for mobility between locations)
• Ability to multitask and remain calm in a fast-paced environment
• Excellent communication and interpersonal skills
• Strong organizational and time-management abilities
• Proficient in using communication devices, scheduling software, and basic computer tools
• Availability to work flexible hours, including weekends and public holidays
• Familiarity with location of hotels and attractions
• Customer service experience is a plus

Key Competencies:

• Proactive problem solver
• Reliable and detail-oriented
• Strong sense of urgency
• Team player with a positive attitude