Transportation and Operations Coordinator

Transportation and Operations Coordinator 

Location: Brant Lake, New York

Position: Transportation and Operations Coordinator

Type: Seasonal (Summer)

Salary: $7,000 - $12,000 (Placement in the range is commensurate with experience)

Dates: Remote training 2-3 hours per week starting April 1. 20 hours per week starting May 1 (can be remote or on site). Full time, on site from June 1- August 13.

About Brant Lake Camp:

Nestled in the heart of the Adirondack Mountains, Brant Lake Camp is a 108 year old camp all within one family ownership/directorship. With a reputation for fostering a warm, inclusive, and engaging environment, Brant Lake Camp offers an exceptional summer experience for both campers and staff. 

We are looking for a highly organized, detail-oriented, and proactive Transportation and Operations Coordinator to join our summer team. This individual will be responsible for overseeing all travel logistics for campers and staff, from coordinating buses and flights to managing the camp’s vehicles and ensuring smooth daily operations. This person would work closely with our Office Manager and director team. 

Benefits:Job Responsibilities:

As the Transportation and Operations Coordinator, you will play a critical role in ensuring that all travel logistics for campers and staff are seamlessly coordinated. Your responsibilities will include, but are not limited to:

Travel Logistics Coordination:

• Opening and Closing Day Logistics: Plan and coordinate all aspects of getting over 300 campers to and from camp via buses and flights, including scheduling buses, communicating with parents, and managing airport transfers.
• Flight and Travel Arrangements: Work with parents to schedule flights for campers, handle paperwork for unaccompanied minors, and coordinate chaperoned flights (primarily from Florida and LA).
• Staff Travel Coordination: Arrange travel for staff, including helping to book flights, scheduling airport pickups, and managing travel reimbursements in collaboration with the Office Manager.
• Opening Day Overnights for STaff: Organize hotel rooms and meals for staff picking up campers in New York, ensuring proper accommodations and plans for meals/transportation are in place.
• ShipCamps Baggage Management: Communicate with ShipCamps to ensure that campers’ luggage is delivered on time.

Daily Operations and Vehicle Management:

• Vehicle Scheduling and Management: Keep track of all vehicles and buses on a central calendar, scheduling bus drivers and ensuring that vehicles are available for day trips, errands, and camper/staff comings and goings.
• Bus Driver Coordination: Schedule bus drivers, communicate with them regarding routes, hours, and logistics, and track their hours to ensure timely weekly payments.
• Bus Driver Paperwork: Work with Rick K. to ensure all bus driver paperwork is current and meets DMV requirements, including storing documents in both physical files and Google Drive.
• Bus Driver Testing: Schedule and manage bus driver testing in June
• Camp Insurance and Driver Approvals: Submit information on camp drivers to our Insurance Portal and maintain an up-to-date list of approved drivers.

Travel Logistics for Day and Overnight Trips:

• Group Trip Coordination: Work with group heads to plan day and overnight trips, including booking buses, organizing trip itineraries, managing passports, and ensuring that staff have the necessary payment methods for trips.

Ongoing Coordination and Communication:

• Communication with Parents: Regularly communicate with parents regarding travel arrangements, including transportation schedules, pickup/drop-off information, and any last-minute changes.
• Managing Transportation for Program Start and End Dates: We have 10 changeover dates between sessions. While many of our campers stay the full summer, these dates need proper planning for campers who are coming and going. 
• Managing Transportation for Non-Session Dates Comings and Goings: When necessary, coordinate rides for campers and staff to and from airports and train stations. Work closely with parents to get up to date times for drop offs and pick ups on non-session dates. 

Health Center and Staff Day Off Coordination:

• Coordinate with Health Center: Work with the Health Center to ensure that vehicles are available for medical trips
• Staff Day Off Vehicles: Manage the scheduling and availability of vehicles for staff day offs, ensuring that vehicles are prioritized for camper facing tasks. 

Qualifications:

• Experience:
  • Previous experience in transportation coordination, operations management, or logistics is highly desirable, especially in a camp or school setting. 
  • Familiarity with camp operations or experience working in a camp office environment 
• Skills & Attributes:
  • Strong organizational and multitasking abilities.
  • Excellent communication skills, both written and verbal.
  • Proficient in Google Workspace.
  • Comfortability with booking flights, hotel rooms, buses
  • Knowledge of train and bus systems in the general NY area (or ability to learn)
  • Ability to work under pressure and remain calm during busy travel times.
  • Strong problem-solving skills and attention to detail.
• Personal Characteristics:
  • Ability to work independently and as part of a team.
  • Enthusiastic, positive attitude and a passion for creating an exceptional experience for campers and staff.
  • Comfortable with handling logistics for a large group of individuals and managing multiple moving parts simultaneously.

• Competitive salary based on experience.
• Housing, meals, and use of our facilities 
• Beautiful work environment in the Adirondacks.
• Opportunities for professional development and growth on a camp leadership team