Office Support Coordinator

Auxilio; North Olmsted (OH); Hybrid; USD 38,000 - 52,000; Full time

Job summary

Auxilio is seeking an Office Support Coordinator to provide administrative and operational support for the school bus transportation department. The role coordinates daily transportation activities, maintains records, and communicates with drivers, school personnel, parents, and management to ensure safe and efficient operations.

Responsibilities include driver communication, scheduling, attendance tracking, data entry, and preparing reports.

Qualifications

• High school diploma or equivalent required; admin training preferred.
• Experience in administrative/office coordination or dispatch is a plus.
• Strong organizational and time-management abilities; detail-oriented.

Responsibilities

• Provide day-to-day administrative support to transportation department.
• Coordinate driver communication, schedules, and daily operations.
• Maintain accurate records for employees, drivers, routes, and vehicles.
• Handle inquiries via phone and email and prepare reports or documents.
• Assist with attendance, timekeeping, scheduling, and staffing coverage.
• Ensure confidentiality of student and employee information.

Skills

Organizational skills

Time management

Verbal communication

Written communication

Attention to detail

Teamwork

Education

High school diploma or equivalent

Administrative training

Tools

Microsoft Office

Google Workspace

Spreadsheets

Email systems

Job description

Description

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.

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 escalations 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.

Requirements

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