Transportation & Property Manager

Job Classification:  Staff, Full-Time, 12 Month, Exempt 

Reports to:    Chief Financial & Operating Officer and Director of Human Resources 

Department:   General Student Services 

The Transportation and Property Manager oversees all aspects of the school’s transportation program and manages the operations, maintenance, and tenant relations for academy housing. This role requires initiative, independent judgment, outstanding organizational skills, and a strong commitment to exceptional customer service. 

The Manager works closely with the Chief Financial & Operating Officer, Director of Human Resources, the Facilities team, faculty, staff, parents, students, and outside vendors to efficiently and courteously meet transportation and housing needs. The position involves frequent contact with high-level administrators, parents, and outside vendors, requiring professionalism, discretion, tact, and a solutions-focused mindset.

The position requires a professional who thrives in a dynamic, service-oriented environment, communicates well and promptly, works effectively with diverse stakeholders, and fosters positive, lasting relationships both internally and externally. Evenings, weekends, and extended workdays may be required during peak student travel times, and from May to August due to housing needs.

Responsibilities and Duties

Transportation Operations 

• Serve as the primary point of contact for all transportation inquiries. Providing courteous, prompt, and accurate information to students, families, faculty, and staff.
• Coordinate student arrivals and departures for school openings, closings, and breaks. Gather travel details, plan routes, assign drivers/vehicles, prepare driver instructions, confirm arrangements with requestors, and assist students during departures and arrivals.
• Act as dispatcher during peak travel times. Ensuring all transportation requests are handled with a customer-first approach.
• Schedule vehicles and drivers for daily transportation needs, including student medical appointments, college visits, weekend home trips, administrative travel, and visitor pickups.
• Secure charter buses for larger groups, negotiate contracts with transportation providers, and coordinate with internal departments to ensure seamless operations.
• Coordinate the use of all fleet vehicles by faculty and staff.  Arrange for drivers for daily runs.  This includes students attending medical appointments, college visits, and scheduled long weekends at home, as well as visitors to campus.
• Coordinate the use of all fleet vehicles for administrative and staff business needs.
• Recruit, train, schedule, and evaluate drivers, emphasizing professional conduct and customer service standards.
• Approve and submit biweekly driver timesheets and reimbursement requests for trip-related expenses.
• Work collaboratively with facilities operations to manage fleet vehicle maintenance, inspections, and renewals.
• Prepare monthly journal entries to allocate transportation costs to departments.
• Submit transportation usage charges to Accounts Receivable for billing to student accounts.
• Work closely with Athletics to ensure smooth and timely transportation logistics for away games.
• Upon request, research and book plane, train, or bus tickets for students and staff.

Property Management

• Serve as primary liaison for faculty residing in academy housing.  Communicate and coordinate the move-in and move-out process, conduct walkthroughs, and maintain clear communication regarding housing policies and expectations.
• In partnership with Facilities, help to log, prioritize, and track work orders for properties. Ensure routine, preventive, and emergency maintenance requests are resolved.
• In partnership with facilities, assist with sourcing, scheduling, and overseeing external contractors and vendors performing work on properties.
• Manage the transition between tenants by ensuring properties are cleaned and repaired for the next occupants.
• Administer and track updated housing, renters’ insurance, and pet agreements.
• In partnership with the Chief Financial Officer, Director of Human Resources, and Director of Facilities, contribute to the development and execution of a long-term housing strategy. Help to design frameworks that ensure an equitable, high-quality, and consistent residential experience for faculty while managing operational costs. 

Knowledge, Skills, and Abilities

• Strong commitment to delivering high-quality customer service with a professional and approachable demeanor.
• Excellent organizational, problem-solving, and decision-making skills.
• Ability to develop and maintain positive working relationships with students, parents, colleagues, and external vendors.
• Proficiency in Microsoft Word and Excel; experience with Veracross and Key Cafe preferred
• Effective verbal and written communication skills.
• Ability to work independently while contributing to a collaborative team environment.
• Exceptional organizational skills and attention to detail.

Minimum Qualifications

• Three to five years of relevant experience in logistics, transportation coordination, property management, or facilities operations preferred, including at least one year in a managerial or supervisory role.
• High school diploma required; B.S./B.A. degree preferred.
• Equivalent combinations of education, training, and experience may be considered.
• Availability to work weekends, evenings, and be on-call during the academic year.
• Proven ability to provide exceptional customer service and communicate effectively
• Outstanding organizational and multitasking abilities, with attention to detail and follow-through.
• Creative problem-solver with a positive, adaptable approach to changing priorities.
• Valid driver’s license

Physical Demands.

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

• Environment: Work is performed in indoor office settings and outdoor settings, where the noise level ranges from quiet to moderate. 
• Physical: Primary functions require sufficient physical ability and mobility to walk, stand, and sit for prolonged periods of time; climb stairs; and operate school-owned vehicles when needed; to travel in all modes of transportation; sufficient manual dexterity and eye-hand coordination to operate office machinery; and to verbally communicate to exchange information with both English-speaking and non-English speaking contacts. Proficiency in other languages is a plus.
  Vision: See in the normal visual range with or without correction. 
• Hearing: Hear in the normal audio range with or without correction. 

This description is intended to provide a general scope of the position. This job description may include other duties as assigned by the manager.