Transportation Desk Coord -DU

Carey International; Grapevine (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

Carey International is seeking a Transportation Desk Coordinator to manage ground transportation at client sites and assist with arrivals and departures. You will prepare daily manifests in Excel, respond to guest requests by email, and coordinate with chauffeurs and staff to deliver efficient service at all times.

The role requires strong customer service skills, organizational ability, and the capacity to multi-task in a fast-paced environment.

Qualifications

• Education: High School diploma or GED required; at least 1 year of college or equivalent job experience preferred.
• Experience: Minimum 6 months customer service experience; Event Management helpful.

Responsibilities

• Coordinate ground transportation at customer site location and other sites as needed.
• Create a daily manifest for the day’s events using an Excel format.
• Answer guest requests submitted by Email to the DU Reservations Box or DU Front Desk.
• Oversee and coordinate all ground transportation requirements to meet customer needs.
• Answer the phone at the Transportation Desk in a courteous and prompt manner, taking reservations and entering details in CES system.
• Communicate with chauffeurs, greeters and staff to ensure assignments are understood and accomplished.
• Maintain standby vehicle counts and log last-minute requests; report to management daily.
• Coordinate with Dispatch for additional equipment during rush times.
• Escalate concerns to Transportation Desk Supervisor or Transportation Manager.
• Assist with guests’ arrival/departure process on the front drive as necessary.
• Ensure Carey service standards are met and document any service issues via Advisories.
• Maintain knowledge of customer requirements and site layout.

Skills

Microsoft Office

Organization

Customer service

Communication

Problem solving

Education

High School diploma or GED

1 year college or equivalent

Tools

Microsoft Office (Word & Excel)

Job description

Position Summary

At the direction of the Transportation Desk Supervisor (DU) is responsible to handle the transportation desk at customer site location including coordination of ground transportation to accommodate customer needs in an efficient, organized and professional manner. Assists with the arrival and departure processes of DU guests. Ensures that guests’ questions are answered professionally and courteously, and that the company is always prepared to accommodate the guests’ needs. Interacts with customer representatives efficiently, accurately and diplomatically on a daily basis.

Principal Duties, Responsibilities, And Expectations

• Coordinates ground transportation at customer site location, and other sites as may be necessary.
• Creates a daily manifest for the day’s events first thing every morning, using an Excel spreadsheet format.
• Responsible for answering requests from guests submitted by Email to the DU Reservations Box or to the DU Front Desk.
• Oversees and coordinates all ground transportation requirements so as to efficiently meet customer needs.
• Responsible to answer the phone at the Transportation Desk in a courteous the prompt manner, taking reservations from guests and planners, and entering reservation details accurately in the company’s CES reservations system.
• Responsible for effective communication with chauffeurs, greeters and other company staff, to ensure assignments are understood and accomplished as required.
• Discerns the need for adequate number of stand-by vehicles, and promptly communicates last-minute requests to Dispatch. Maintains a manual log of last-minute requests and turns the log in to management on a daily basis.
• Communications with Dispatch when additional equipment is needed (e.g., during rush times).
• Communicates concerns and potential issues to Transportation Desk Supervisor or Transportation Manager.
• Assists with guests’ arrival and departure process on the front drive, as necessary.
• Ensures all Carey service standards are met or exceeded, and documents any service issues with Service Advisories.
• Resolves urgent service issues using sound problem solving, tact and diplomacy.
• Maintains full and complete knowledge of customer requirements, layout and logistics of site location.
• Other duties as assigned.

Job Qualifications

Education: High School diploma or GED required. At least 1 year of college or equivalent job experience preferred.

Experience: Minimum 6 months customer service experience. Experience in Event Management helpful.

Skills

• Proficient in the use of Microsoft Office (Word and Excel).
• Able take direction in an efficient and capable manner, and give direction in a courteous and efficient manner, as necessary.
• Organized – able to prioritize and manage time to ensure duties are completed.
• Able to analyze problem situations and develop efficient solutions in a timely manner.
• Excellent customer service skills.
• Good verbal and written communication skills.

Attributes And Characteristics

• Presents a neat and well-groomed professional appearance and demeanor at all times.
• Friendly and helpful personality.
• Customer-focused approach to work responsibilities.
• Self-motivated.
• Able to anticipate problems and devise actions to avoid service failures.
• Able to work well with others and report problems or potential problems promptly to management.
• Able to handle multi-tasking responsibilities efficiently.
• Able to thrive in a fast-paced environment.
• People person, pro-active (initiative and enthusiasm), goal driven, and able to function as a team player.
• Ability to effectively communicate with staff, vendors, and clients.
• Ethical.
• Reliable and dependable.

Primary Contacts

Internal: Greeters, Dispatchers, Customer Service staff, management, chauffeurs

External: Customers, Site staff

Working Conditions

General Working Conditions: Works both inside and outside in a normal and favorable business environment. Works closely with others.

Physical Requirements: Must be able to move about the worksite location (inside and out) without assistance; move up and down stairs; lift or carry 10-20 lbs; see and hear clearly; speak in a manner easily understood by customers and co-workers; and write clearly and accurately. May be required to work extended hours and days that involves standing and quickly moving about. Must be able to work flexible hours.

Carey International Inc., and its affiliates, is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law.