Operations - Daily Roster & Transport Coordinator

Designation: Operations - Daily Roster & Transport Coordinator

Shift Time: AEST/AEDT Time zone (4:30/5:30 AM IST), 9 hours/day including 1-hour break.

Working Days: 5 days per week

International Voice and Chat Process (Bus/Coach Charter Company)

Job Type: Full-time (Work from Office Only)

Salary: ₹30, ₹50,000.00 per month

Schedule: Day shift

Experience: Total work: 1 to 2years (Preferred)

Language: English (Preferred)

Work Location: Mohali, Punjab

Job Description:

Dhillon Charter is seeking an Operations Coordinator to oversee the daily scheduling, dispatch, and monitoring of our school runs, charter services, rail replacement work, and V/Line operations. This role requires a highly organised individual with strong decision-making skills, exceptional communication abilities, and the capability to perform in a fast-paced passenger transport environment.

The Operations Coordinator is responsible for ensuring all transport services are staffed, dispatched, and monitored efficiently. This includes preparing daily rosters, assigning shifts through MyBus and the Dhillon Charter app, managing last-minute service changes, handling sick calls, coordinating emergency coverage, and maintaining consistent communication with drivers, customers, and internal teams. The role also involves GPS monitoring, incident reporting, and supporting continuous improvement in service quality and operational performance.

Key Qualities

• Ability to perform in a fast-paced operational environment.
• Strong knowledge of the passenger transport industry and Microsoft Office Suite.
• Proven ability to build strong relationships with drivers and customers.
• Excellent verbal and written communication skills.
• High attention to detail and a strong sense of urgency.
• Tech-savvy, with the ability to use GPS tracking, shift allocation systems, and communication tools effectively.

Core Operational Responsibilities

The Operations Coordinator is responsible for end-to-end daily rostering and smooth execution of all transport services. Responsibilities include:

1. Roster & Scheduling

• Create the daily roster for all school runs, charter jobs, rail work, and V/Line services.

• Ensure all shifts in MyBus are correctly assigned to drivers, sent out, and accepted through the Dhillon Charter app.

• Check driver availability and update the roster as needed.

• Manage driver shortages, assign replacements, and approve overtime when required.

• Ensure each job is matched with the correct bus as per customer requirements.

2. Urgent & Critical Response

• Handle sick calls at any time of the day.

• Manage last-minute changes, cancellations, and urgent allocations.

• Coordinate rail emergencies by arranging drivers on extremely short notice.

• Respond immediately to any issues raised by drivers, including delays or breakdowns.

3. Communication & Coordination

• Send run sheets, timings, locations, and special instructions via the Dhillon Driver app.

• Actively monitor and reply promptly in the WhatsApp broadcast group.

• Maintain professional communication at all times with drivers, clients, and management.

• Provide proactive client updates for delays, route changes, or any impact on service delivery.

4. Driver & Trip Monitoring

• Track driver sign-on and sign-off.

• Monitor GPS to check for delays, route deviations, or unauthorised stops.

• Identify potential delays early and update clients proactively.

• Ensure drivers depart on time and arrive on time for all pickups; continuous GPS monitoring required.

• Ensure safety procedures (pre-trip and post-trip inspections) are completed.

• Ensure drivers meet fatigue management requirements.

5. Reporting & Incident Management

• Record and report all missed trips, late arrivals, and complaints, always copying Mandeep.

• Report any non-compliance or repeated issues to the Operations Manager.

• Maintain oversight of all morning and afternoon school runs.

• Monitor activities within the depot.

• Suggest operational improvements to reduce costs and increase efficiency.

6. Passenger Experience & Service Quality

• Always gather passenger feedback about the bus and driver after each job.

• Maintain a strong focus on service quality, safety, and reliability.

• Support continuous improvement in overall passenger satisfaction.

Work Requirements:

· This role may require:

· Early morning, late evening, or on-call availability

· Ability to coordinate urgent operational decisions

· Handling high-pressure, time-critical transport situations

Back-Office Tech & Communication Support

• Manage (Add/Update/Delete) MyBus or similar transport portals with job allocations, changes, and completions.
• Manage communications across all the teams
• Record and track customer and driver feedback, ensuring issues are followed up locally.

Qualification & Skills

• Minimum 1–2 years' experience in transport operations, dispatch, or fleet coordination.
• Bachelor's degree in business, management, logistics, or a related field preferred (not essential).
• Excellent communication and interpersonal skills for working with staff at all levels.
• Strong organizational and time management abilities.
• Ability to take initiative and make quick operational decisions when needed.
• Flexible, practical approach with strong problem-solving skills.
• Confidentiality and diplomacy in handling sensitive information.
• Strong commercial awareness and focus on service delivery standards.

Why Join Dhillon Charter?

• Be part of a fast-growing passenger transport company with a reputation for reliability and service excellence.
• Work in a collaborative and supportive environment.
• Opportunity to work with modern fleet monitoring and scheduling technology.

Job Types: Full-time, Permanent

Pay: ₹30, ₹50,000.00 per month

Work Location: In person