Transportation Coordinator

JOB TITLE: Transportation Coordinator (Full-Time)
REPORTS TO: Executive Director
STATUS: Full-Time
LOCATION: In-Office | Wilson County, TN
 
ORGANIZATION OVERVIEW
 
Wilson Rides Inc. is a 501(c)(3) nonprofit organization serving Wilson County, Tennessee. Our mission is to preserve quality of life and foster a connected community for older adults by providing safe, reliable, and affordable transportation to local destinations through a volunteer-driven model.
 
POSITION SUMMARY
 
Wilson Rides is seeking a high-energy, detail-oriented, and adaptable Transportation Coordinator to support the operational success of the Wilson Rides program. This position is responsible for ensuring effective ride scheduling, quality service delivery, operational coordination, and ongoing program evaluation.
The Transportation Coordinator manages daily transportation logistics, supports volunteer and contract drivers, provides real-time troubleshooting, and ensures accurate reporting and compliance. This position reports directly to the Executive Director.
 
ESSENTIAL DUTIES & RESPONSIBILITIES
Ride Scheduling & Operations

• Ensure efficient fulfillment of the daily ride calendar to maximize Wilson Rides’ time, talent, and resources
• Schedule all rides and ensure accurate and complete collection of ride details
• Ensure requested rides are filled and drivers are able to meet the needs of assigned trips
• Schedule contract drivers strategically to maximize availability and efficiency
• Review ride notes and follow up as necessary
• Verify rides are closed out in a timely manner and confirm additional mileage when applicable
• Handle emergency calls from volunteer drivers and riders
• Provide real-time troubleshooting support to drivers and program staff
• Answer general program phone calls when short-staffed and follow established protocols for arranging rides, including accurate data entry
• Maintain accurate and secure records in the Assisted Rides system in compliance with HIPAA and organizational policies

Volunteer & Driver Management

• Participate in volunteer and driver recruitment and training efforts
• Onboard all new volunteer and contract drivers, including entering driver details and documentation into the Assisted Rides system
• Monitor driver compliance by auditing insurance, vehicle registration, and other required documentation for expiration
• Schedule and facilitate quarterly driver calls
• Administer the annual driver survey
• Author and distribute a monthly driver newsletter highlighting updates, reminders, and upcoming events

Administrative & Reporting

• Complete and submit monthly operational and program reporting packages
• Update ride scheduling software and internal files to ensure accurate and current records
• Liaise with the Assisted Rides support team to stay informed of system enhancements and report any software issues
• Review and update transportation procedures annually
• Provide data and documentation needed for internal reporting, grant reporting, and program evaluation

 
Program & Event Coordination (As Needed)

• Coordinate transportation logistics for:
  • Annual Volunteer Luncheon
  • Annual Friendsgiving Luncheon
  • Annual Volunteer BBQ
• Coordinate the monthly Food Box Delivery program
• Coordinate Holiday Happiness Delivered programs in the spring and winter
• Assign drivers and schedule rides related to program and event needs

Other Duties

• Support program development and continuous improvement efforts
• Participate in trainings related to transportation coordination and older adult services
• Perform other duties as assigned by the Executive Director

 
REQUIRED SKILLS & QUALIFICATIONS

• Proven ability to organize, prioritize, and complete work from competing requests
• Strong problem-solving skills with a high attention to detail
• Flexibility to work evenings and weekends as needed to ensure rides are assigned and supported
• Experience learning and efficiently utilizing databases and scheduling software
• Proficiency in Microsoft Office, including Excel
• Strong verbal and written communication skills
• Comfort working with older adults, volunteers, and community partners

 
PREFERRED EXPERIENCE

• Experience in transportation coordination, scheduling, nonprofit operations, or social services
• Experience working with volunteers and/or older adults
• Experience in a call center or high-volume phone environment is a plus

 
BENEFITS

• Competitive compensation commensurate with experience and qualifications
• Federal holidays recognized
• Competitive paid time off
• Cell phone stipend
• Retirement plan with employer match (per policy)

 
HOW TO APPLY

• Submit a resume and cover letter describing your interest in the position to gayelynn@wilsonridesinc.org.
• Please include name and contact information for 3 references 0 non family members.
• Applications without the requested information will not be considered.
• Qualified candidates will be contacted for an interview.
• APPLICATIONS WILL BE RECEIVED UNTIL THE POSITION IS FILLED

 
ABOUT WILSON RIDES INC.
Wilson Rides Inc. is a 501(c)(3) nonprofit organization located in Wilson County, TN. Our mission is to preserve quality of life and foster a connected community for older adults by providing safe, reliable, and affordable transportation to local destinations.

Wilson Rides is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, or sexual orientation, national origin, genetics, disability, age, or veteran status.