What are the responsibilities and job description for the Dispatcher & Administrative Assistant position at Infiniti Bus Line?
Position Overview:
We are seeking a highly organized, bilingual (English–Spanish) Dispatcher & Administrative Assistant to support our transportation operations and office management. This role is split between coordinating daily driver schedules and assisting with administrative tasks in our Miami Beach office. The ideal candidate is detail-oriented, a strong communicator, and able to multitask in a fast-paced environment.
What You’ll Do:
Transportation Dispatching
- Assign daily transportation routes to drivers based on availability, license type, and the vehicles they are authorized to operate.
- Prepare and maintain the weekly and daily schedule boards.
- Send job reminders through phone calls, text, or WhatsApp, ensuring drivers are informed and on time.
- Communicate route details, pick-up locations, and any client-specific requirements so drivers are fully prepared.
- Contact drivers directly to coordinate updates or handle any last-minute changes.
- Provide clients with driver and vehicle details promptly and professionally.
- Maintain detailed records of vehicle-related expenses such as fuel, maintenance, repairs, and mileage.
- Track transportation assignments received by email and update internal calendars accordingly.
- Collaborate with partner transportation companies when needed.
Office & Administrative Support
- Help manage reservations for tours, ensuring accuracy and efficiency throughout the booking process.
- Answer phone calls and respond to emails in a timely and professional manner.
- Assist with filing, data entry, organizing documents, and keeping our office systems updated.
- Support the team with day-to-day administrative tasks to keep everything running smoothly.
What We’re Looking For:
- Bilingual: Fluent in both English and Spanish (required).
- Must be 21 years old.
- Strong communication and interpersonal skills.
- Highly organized and detail-oriented, with the ability to manage multiple tasks simultaneously.
- Calm under pressure and able to adapt quickly in a fast-moving environment.
- Collaborative and comfortable working in a small team.
- Tech-savvy — comfortable using Google Drive, Microsoft apps, email platforms, Canva, WhatsApp, and general digital tools.
- Has reliable transportation to our Miami Beach office.
- Positive attitude and willingness to step in and help where needed.
- Experience in transportation, dispatching, customer service, or logistics preferred.
- Familiarity with scheduling software or dispatching tools preferred.
- Basic knowledge of Miami and Miami Beach areas (routes, traffic patterns) is a plus.