Finance & Transportation Coordinator

Job Description

Position Title: Finance & Transportation Coordinator
Reports To: Owner / General Manager
Department: Administration & Operations
Employment Type: Part - Time

Position Summary

The Finance & Transportation Coordinator serves as a key administrative role supporting both the financial and operational functions of Eagle Bus Service. This position is responsible for customer billing, accounts receivable, accounts payable, payroll support, transportation contract administration, student transportation records, route data management, and financial reporting. The ideal candidate is highly organized, detail-oriented, customer-focused, and able to manage multiple priorities in a fast-paced transportation environment.

Key Responsibilities

Finance & Accounting

• Prepare and send customer invoices for schools, field trips, charter services, and parent-pay transportation.
• Process accounts receivable and follow up on outstanding balances.
• Process vendor invoices and assist with accounts payable.
• Reconcile customer payments with Quick Books and banking records.
• Maintain accurate financial records and supporting documentation.
• Assist with payroll preparation, employee time review, and payroll reporting.
• Support monthly financial reporting, budgeting, and expense tracking.
• Maintain transportation contract billing schedules.
• Prepare reports for management regarding revenue, collections, and operating costs.

Transportation Administration

• Manage student transportation enrollment records.
• Maintain accurate rider databases within transportation software.
• Coordinate route assignments and student updates.
• Assist with route planning and transportation scheduling.
• Process daily transportation changes received from schools.
• Maintain driver route packets and transportation documentation.
• Coordinate field trip requests, pricing, scheduling, and invoicing.
• Maintain vehicle files, insurance documentation, and compliance records.

Customer Service

• Serve as the primary point of contact for schools and families regarding transportation billing and registration.
• Respond to parent and school inquiries professionally and promptly.
• Coordinate transportation changes with school administrators.
• Assist with parent orientation and transportation communications.
• Coordinate scheduling of field trips and calendar
• Maintain positive relationships with school partners and vendors.

Data & Reporting

• Maintain accurate transportation databases.
• Generate weekly and monthly operational reports.
• Track ridership and route performance.
• Monitor parent payment collections and enrollment trends.
• Prepare reports for leadership to support operational decisions.

Administrative Support

• Assist with transportation agreements and contract administration.
• Maintain organized electronic and paper filing systems.
• Coordinate office communications and documentation.
• Support special projects and operational initiatives.
• Perform additional administrative duties as assigned.

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, Transportation Management, or related field preferred.
• 2–5 years of experience in accounting, finance, transportation, or office administration.
• Strong knowledge of Microsoft Excel and Microsoft Office.
• Experience with Quick Books or similar accounting software preferred.
• Excellent organizational and time management skills.
• Strong analytical and problem-solving abilities.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality with financial and personnel information.
• Ability to work independently while managing multiple priorities.

Preferred Experience

• School transportation or logistics experience.
• Parent-pay transportation management.
• Accounts receivable and billing.
• Payroll processing.
• Route management software.
• Student information systems.
• Customer relationship management (CRM) software.

Core Competencies

• Financial Accuracy
• Customer Service Excellence
• Organization & Planning
• Communication
• Problem Solving
• Attention