Company Overview:
Key Transit is a small, family-owned business who is a leading provider of wheelchair and non-emergency medical transportation services in the greater Denver area. We are committed to providing safe, timely, and compassionate transportation for individuals with mobility challenges. We are seeking an experienced and highly organized Office Manager to oversee our daily administrative operations and ensure smooth coordination between dispatch, drivers, clients, and healthcare partners.
Job Summary:
The Office/ Dispatch Manager is primarily responsible accepting incoming transportation requests and dispatching appropriate vehicles. This role also involes organizing and coordinating office procedures to ensure high levels of operational effectiveness and efficiency. This position plays a key role in maintaining regulatory compliance, managing dispatch and scheduling systems, and supporting both customer service and driver performance while ensuring high levels of communication and safety. You must have a practical mind to solve problems on-the-spot, partnered with an ability to see the “big picture”. A successful office manager should also have experience with a variety of office software (email tools, spreadsheets, and QuickBooks databases), and be able to accurately handle administrative duties. Additionally, your role is to create, maintain, and supervise a pleasant work environment. You must also have excellent customer service and communication skills.
Ultimately, the Office Manager is a leader who will ensure daily operations run smoothly, while implementing current company procedures and helping to improve overall operations to grow our business.
Key Responsibilities:
Daily duties include answering phones, scheduling transportations, dispatching vehicles, and responding to transportation requests. This position requires a high level of customer service, attention to detail, and general computer skills. Other responsibilities are:
· Report to CEO and Operations Manager within a spirit of open communication and transparency
· Create and maintain an inspiring team environment
· Oversee daily office operations, including scheduling, dispatch coordination, billing, and clerical tasks
· Supervise and support office staff, dispatchers, and drivers
· Serve as a liaison between drivers, dispatch, clients, and healthcare providers
· Ensure timely and accurate scheduling of transportation appointments
· Maintain compliance with local, state, and federal transportation regulations (e.g., HIPAA, ADA)
· Manage records, dispatch software, and trip logs
· Track driver documentation (certifications, background checks, licenses)
· Monitor and report KPIs (on-time pickups, missed trips, customer satisfaction)
· Handle escalated customer complaints and resolve service issues promptly
· Support HR tasks including onboarding, time tracking, and performance evaluations
· Maintain office inventory and liaise with vendors and suppliers
· Ensure operations adhere to policies and regulations
· Delegate tasks and set deadlines with clear team goals
· Assess staff performance and provide coaching and guidance to ensure maximum efficiency
· Identify training needs and provide coaching
· Recognize high performance and reward accomplishments of employees
· Assist in the onboarding process for new hires
· Assist in training personnel
· Ensure the smooth and timely flow of information within the company to facilitate other business operations
· Manage schedules and deadlines
· Organize and supervise other office activities
· Address customer conflicts, complaints, or issues in a calm and professional demeanor
· Performing other administrative functions as needed
· Although infrequent, additional responsibilities may include functioning as a driver operator when necessary. One must provide safe, reliable, and efficient transportation of clients who are ambulatory or wheelchair bound in a compassionate and caring manner.
Required Qualifications:
- 3+ years of experience in office management, dispatch, or healthcare administration
- Strong leadership, multitasking, and problem-solving skills
- Excellent communication and interpersonal abilities
- Thorough knowledge of customer service, office management, and basic record keeping procedures
- Solid knowledge of and proficiency with MS Office, particularly Excel and Word, and Quickbooks
- Excellent time management skills and ability to multi-task and prioritize work while maintaining poise and excellent customer service
- Sound judgement and critical thinking
- Attention to detail and an analytical mind with problem-solving skills
- A creative mind with an ability to suggest improvements
- Active listener with excellent written and verbal communication skills
- Strong organizational and planning skills in a fast-paced environment with the ability to work independently
- A team player with leadership skills
- Reliable with patience and professionalism
Preferred Qualifications:
- Familiarity with non-emergency medical transportation (NEMT) industry
- CPR/First Aid certification
Additional requirements to fulfill occasional Driver Operator needs:
· 23 years of age minimum to be insurable.
· Valid Colorado Driver's License
· No major moving violations in last 5 years: DUI, DWI
· No more than 1 moving incident in the last 3 years
· Undergo criminal history review
· Undergo a pre-employment and random drug and alcohol screenings
· First-Aid and CPR Certified (We can assist with this requirement)
· Must be able to pass a DOT physical and maintain your DOT medical certification
· Demonstrate physical ability to safely operate all necessary machinery and wheelchairs.
Schedule & Compensation:
- Full-time, Monday–Friday (occasional weekends as needed)
- Pay: $30/hr
- Benefits: Health, vision, dental insurance; 3 weeks paid time off and sick pay
Employment is contingent upon completing Form I-9 Employment Eligibility Verification, education verification, and satisfactory reference and background checks.
To be considered an applicant for this position you must show how you meet the basic qualifications of the job in a resume. Please provide Department of Motor Vehicle Record at the time of interview.
Job Type: Full-time
Pay: $30.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
