Field Trip Coordinator

Position Summary:

The Field Trip Coordinator/Driver Trainer is responsible for managing and coordinating field trip operations while also training, evaluating, and mentoring drivers to ensure safe, efficient, and compliant transportation services. This position combines administrative and operational oversight with hands-on driver instruction and safety leadership, ensuring all transportation activities meet company standards and regulatory requirements.

Key Responsibilities:

Field Trip Coordination:

• Plan, schedule, and coordinate all field trip transportation requests for schools, departments, or clients.
• Maintain an up-to-date trip calendar and assign drivers and vehicles efficiently.
• Communicate trip details, routes, and schedules clearly to drivers and clients.
• Verify vehicle availability, maintenance readiness, and required permits before each trip.
• Process field trip requests, route sheets, and billing paperwork accurately and on time.
• Monitor trip performance, including on-time departures, route compliance, and customer feedback.
• Adjust schedules and dispatch plans as needed for cancellations, emergencies, or staffing changes.

Driver Training & Compliance:

• Conduct new driver orientation and ongoing training programs, including classroom and behind-the-wheel instruction.
• Train drivers in safe driving techniques, defensive driving, passenger management, and emergency procedures.
• Maintain up-to-date knowledge of Department of Transportation (DOT), FMCSA, and state/local transportation regulations.
• Administer driver evaluations, ride-alongs, and skills testing to ensure competency and compliance.
• Maintain detailed training records, certification files, and driver performance documentation.
• Coach and mentor drivers on professional conduct, safety, and customer service standards.
• Assist with accident investigations, safety meetings, and corrective training when needed.
• Promote a culture of safety, accountability, and continuous improvement across all driving staff.

Requirements:

Qualifications:

• High school diploma or equivalent required; associate's degree or coursework in transportation, logistics, or safety preferred.
• Valid Commercial Driver's License (CDL) with Passenger (P) and/or School Bus (S) endorsement.
• Minimum of 3–5 years of professional commercial driving experience, preferably in passenger transport.
• Prior experience as a Driver Trainer, Dispatcher, or Transportation Coordinator strongly preferred.
• Thorough knowledge of federal, state, and local transportation laws and safety standards.
• Excellent organizational, communication, and leadership skills.
• Proficient in scheduling software, spreadsheets, and basic computer applications (Microsoft Office, Google Workspace, etc.).
• Ability to handle multiple priorities and maintain composure in fast-paced environments.

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Physical Requirements:

• Must be able to sit, stand, bend, and lift up to 25 pounds.
• Frequent travel between office, vehicle yard, and training locations.
• Ability to work flexible hours, including early mornings, evenings, and weekends when required.

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Work Environment:

• Office and field-based work environment, including time spent on buses or vehicles during training and inspections.
• Regular interaction with drivers, administrative staff, school personnel, and clients.

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Core Competencies:

• Safety Leadership – Promotes and enforces safety-first practices.
• Attention to Detail – Ensures accuracy in trip scheduling, paperwork, and training documentation.
• Communication – Effectively conveys information to staff, clients, and management.
• Team Development – Coaches and supports drivers to reach performance and compliance goals.
• Problem-Solving – Manages trip conflicts, emergencies, or staffing issues quickly and effectively.