Bus Operations Assistant

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Operations Coordiator Position Role and Responsibilties:

· Working onsite at our head office location 110 Skyway Ave. Toronto.

· Prepare & ensure that the driver’s schedule comply with labour laws and regulation.

· Implement a system for efficiently tracking driver availability and preferences to streamline the scheduling process.

· Organize regular meetings with drivers to discuss upcoming schedules and address any concerns or conflicts.

· Regularly update the coach manager software with accurate and detailed information to ensure smooth coordination between bus assignments and historical records.

· Coordinate bus allocation at office and offsite (make sure buses at allocated locations)

· Implement a quality control process to cross-check bus assignments and identify any discrepancies or errors

· Collaborate with IT department to develop a user-friendly interface for easy access and verification of bus assignment records.

· Create a comprehensive database to accurately record and manage the working hours of all staff members, ensuring compliance with labour regulations.

· Establish a standardized system for tracking and inputting hours that simplifies the payroll process and minimizes the risk of errors.

· Conduct regular audits to verify accuracy of the recorded hours and promptly address any discrepancies or inconsistencies.

· Mark holiday pay or document any corrections.

· Implement a proactive communication strategy to promptly address and resolve any scheduling conflicts that may arise among drivers.

· Develop a contingency plan to efficiently manage unexpected changes or disruptions in the driver schedule, minimizing the impact on operations.

· Devise options to cover shifts.

· Conduct regular training sessions to educate drivers on the importance of adhering to the assigned schedules and the process for resolving conflicts effectively.

· Establish a standardized reporting format that ensures compliance with IFTA regulations and guidelines.

· Collaborate with the finance department to accurately compile and analyze data for the IFTA report, minimizing the risk of errors or discrepancies.

· Conduct regular reviews of the IFTA reporting process to identify areas for improvement and implement necessary enhancements to streamline the reporting workflow.

· Prepare and gather accurate data on carbon emissions and fuel consumption for the quarterly report.

· Develop a comprehensive tracking system to monitor carbon tax payments and ensure timely submissions in compliance with regulatory requirements.

· Conduct periodic environmental audits to assess the impact of operational activities on carbon emissions and identify opportunities for implementing sustainable practices, for example bus idling

· Establish a proactive monitoring system to track and analyze real-time data from Samsara for all drivers, ensuring adherence to safety protocols and operational guidelines.

· Develop a standardized protocol for addressing any potential issues or anomalies identified through the Samsara system, promoting a proactive approach to driver safety and performance.

· Edit driver’s logs to conform with Hours of Service and deal with drivers to certify logs.

· Collaborate with the IT department to explore advanced features and capabilities of the Samsara system that can enhance the monitoring and management of driver activities.

· Provide timely technical support to drivers encountering issues with the Samsara system, ensuring minimal disruption to daily operations and timely resolution of issues.

· Collaborate with the IT support team to identify recurring Samsara-related issues and develop comprehensive training materials to empower drivers to troubleshoot common problems independently.

· Maintain a detailed log of all Samsara-related incidents and resolutions to facilitate continuous improvement of the system and ensure a seamless user experience for drivers.

· Establish a streamlined communication channel to stay accessible to weekend drivers and address any urgent operational issues that may arise during the weekend.

· Collaborate with the management team to develop contingency plans for addressing critical operational challenges during weekends, ensuring minimal disruption to service quality and customer satisfaction.

· Implement a standardized uniform policy that clearly defines the dress code requirements for drivers, promoting a professional and consistent brand image.

· Conduct regular uniform inspections and provide necessary resources to ensure that all drivers have access to clean and properly fitted uniforms.

· Foster a culture of compliance by organizing training sessions to educate drivers on the importance of maintaining a professional appearance and upholding the company's brand identity.

· May have to serve as backup for cleaners during peak operational periods or in case of staff shortages.

· Conduct regular assessments to evaluate the effectiveness of the cross-train

· Foster strong relationships with key clients, conducting regular check-ins to gather feedback and address any concerns or issues proactively.

· Coordinate with the customer service department to develop a comprehensive client engagement strategy that emphasizes personalized communication and prompt resolution of client inquiries or complaints.

· Organize quarterly review meetings with key clients to assess satisfaction levels, identify areas for improvement, and explore opportunities for enhancing the overall service delivery experience.

· Assigned of the emergency dispatch phone for 7 days on a weekly rotation with 1 other current employees, ensuring 24/7 operational coverage. When assigned with the emergency dispatch phone for the week, your task includes responding to drivers' operational queries late at night and early morning, as well as providing timely and accurate information and exceptional customer service when answering client calls for airport limousine pick-up and drop-off. There is also a possibility of coming to the office late at night or early morning to assist drivers and staff in resolving operational issues, ensuring continuity of operations.

• Flexibility in scheduling, as you may be required for late-night shifts to oversee bus cleaning services and other operational matters.
• Manage inventory, ensuring availability and accuracy of uniforms for drivers and act as primary contact for uniform inquiries, orders, and distribution.
• Enter the daily time records of drivers and staff in the attendance master sheet.
• Assist in the selection of potential driver applicants, including conducting interviews and evaluating candidates' qualifications and fit for the role.

Job Type: Full-time

Pay: $44,000.00-$55,000.00 per year

Benefits:

• Dental care
• Extended health care
• Paid time off

Work Location: In person