Dispatcher and Office Coordinator
Transport UJob Summary Transport U is a non-emergency medical transportation company that works primarily with seniors, people with disabilities, and patients traveling to and from medical treatment. As a Dispatcher and Office Coordinator, you'll book and schedule trips, stay in touch with drivers throughout the day, and handle the billing, invoicing, and paperwork that come with each ride. You're also the main point of contact for the office and will answer the phones. For many of our riders and their families, you'll be the first person they talk to at Transport U. Accordingly, those who excel in this role are friendly and efficient communicators, patient and calm under pressure, organized and good with deadlines, and quick problem solvers. Required – At least a high school diploma, associate’s degree preferred. – Ability to read, write, and communicate in English. – Strong Microsoft Office skills, especially Excel, Word, and OneDrive. – Comfortable learning new software (scheduling, accounting, and payment systems). – Working knowledge of Montgomery County and the DC metro area roads and geography. – Excellent phone manners and clear written communication. – Able to pass a background check and drug screening. – Authorization to work in the U.S. on a full-time basis. – At least 1 year of experience in dispatch, scheduling, or transportation coordination. – Prior customer service experience. Responsibilities Trip Booking & Dispatch Answer phone calls and monitor the company email, fax, and voicemail for trip requests, changes, cancellations, quote requests, and questions; respond promptly and document any follow-up needed. Book and confirm trips and enter them accurately into our NEMT (non-emergency medical transportation) scheduling software. Calculate fares using approved company rates and explain costs and payment options to riders. Check in with drivers throughout the day on timing, fuel, equipment, and escorts. Relay updated arrival times to riders and reassign trips when plans change. Build the next day's schedule: assign trips to drivers with route efficiency and rider needs in mind and prepare drivers for their assigned trips. Ensure drivers return all equipment by close of business. Escalate service, safety, or vehicle concerns to management, and send a short end-of-day email to the CEO with any action items. Make outreach calls to long-term care facilities, both current partners and new ones, to bring in more rides. Solicit feedback from past riders and report to management. Billing & Compliance Securely collect and store rider payment information, and charge cards in advance for the next day's card-paying riders; run and file the daily card batch. Track how each ride is paid, and make sure drivers turn in cash, checks, and signed Medicaid trip slips to the office daily. Bill riders for extra services provided that weren't booked. Enter payments and billing records into QuickBooks. Prepare and send invoices on schedule. Submit Medicaid Requests for Authorization and track approval and expiration dates. Submit renewals when necessary. Follow up on past-due accounts. Review driver timesheets every two weeks using the NEMT system and the vehicle tracking app. Run monthly background checks on drivers and submit the monthly attestation. And all other duties as assigned. Regular hours are 9-5, Monday through Friday, with a 30 minute lunch. Please review the above and submit your resume and the name and contact information of three references to our website at transportu.com/careers, email your application materials to info@transportu.com, or submit your application via Indeed. Applications are reviewed on a rolling basis. We will reach out directly to candidates we’d like to interview. Pay: $20.00 per hour Expected hours: 40.0 per week Benefits: Paid time off Work Location: In person