Specialist - Check In and Dispatch

Vehicle Dispatch & Coordination

• Ensure vehicles are dispatched on time according to the daily guest transfer schedule.
• Assign drivers to vehicles based on availability and operational needs.
• Monitor dispatching activities in real‑time and reroute drivers when necessary to handle urgent or high‑priority transfers.
• Ensure timely departures and arrivals for all guest and staff transfers.
• Communicate with the Planning and Operations teams to align on last‑minute requests or changes.

• Oversee driver check‑in/check‑out procedures at the base.
• Manage key handovers for vehicle dispatch and returns.
• Ensure drivers are briefed on their schedules, routes and any special instructions before departure.
• Monitor drivers' status and location throughout their shifts to ensure on‑time service delivery.
• Divert drivers as needed to accommodate unexpected changes or new requirements.

• Track driver and vehicle movements via the Magenta system to ensure all transfers are running as planned.
• Identify and resolve any delays or disruptions quickly to maintain service standards.
• Keep records of on‑road incidents and report issues to the Operations team for immediate action.

• Conduct routine driver grooming checks using the SQOR application, ensuring drivers meet grooming, uniform and service standards.
• Verify vehicle cleanliness and readiness before dispatch.
• Report and escalate grooming or vehicle presentation issues for corrective action.

• Document daily dispatch records, driver assignments and operational logs.
• Provide end‑of‑day reports on completed transfers, any delays and issues encountered.
• Support the team in tracking key metrics like on‑time performance and vehicle utilization.

• Collaborate with the Planning Team to suggest improvements for smoother dispatch operations.
• Contribute to refining workflows, enhancing efficiency and improving guest service delivery.
• Support implementation of new systems or processes as directed by the management team.

• A bachelor’s degree or equivalent qualification.
• At least 5 years of industry experience and proven expertise in the transportation industry.

• Leadership & Team Management
• Operational Planning & Coordination
• Excellent analytical, problem‑solving & decision‑making
• Time‑management skills
• Customer Service Excellence
• Fleet Management
• Safety & Compliance
• Proficiency with Microsoft Office programs (Word, Excel, Outlook) – intermediate skills
• Strong communication and interpersonal skills
• Ability to make informed decisions under pressure and address challenges with effective solutions
• Ability to empower team members by delegating responsibilities, providing autonomy and supporting professional growth
• Strong ability to prioritize tasks and resources to meet operational goals
• Strong capability in managing teams and ensuring smooth administrative processes