Transportation Coordinator

About the role

The Transportation Coordinator plans, organizes, and coordinates the daily transportation of Seen Health PACE participants — to and from the day center and to medically necessary appointments — and manages real-time dispatch so that every participant is picked up and returned safely and on time.

Responsibilities

• Plan, build, and optimize daily transportation routes and pick-up/drop-off schedules for participants attending the day center and traveling to medical appointments.
• Dispatch and monitor vehicles and drivers in real time, tracking ride status throughout the day and adjusting routes as needed for delays, cancellations, no-shows, and add-on trips.
• Receive and manage incoming and outgoing transportation requests from participants, caregivers, clinical staff, and the IDT, and schedule same-day and future rides accordingly.
• Cook up and coordinate closely with drivers to confirm assignments, communicate route changes, and relay participant-specific needs (wheelchair, walker, oxygen, escort, lift assistance).
• Serve as the day-of point of contact for transportation issues — traffic, breakdowns, weather, participant readiness — and problem-solve quickly to minimize disruption to care.
• Communicate proactively with participants and families about pick-up windows, delays, and schedule changes with clear, culturally sensitive, and patient communication.
• Confirm and document each completed trip, mileage, and ride details, and accurately enter transportation data into SeenEHR/Orbit and related systems.
• Partner with clinical and center staff to align transportation with clinic schedules, specialist appointments, meals, and activities so participant care is not delayed.
• Support driver logs, vehicle assignments, and daily readiness checks, and help ensure vehicles are clean, safe, and available for service; escalate maintenance needs promptly.
• Maintain compliance with PACE, Medicare, Medi-Cal, DHCS, ADA, and Seen Health transportation and safety guidelines, including participant safety and confidentiality (HIPAA).
• Perform related duties as assigned to support smooth day center operations.

Qualifications

• Bilingual required: Mandarin/English or Cantonese/English
• Preferred: Mandarin, Cantonese, and English
• High school diploma or GED
• Minimum of one (1) year of experience in transportation dispatch, scheduling, routing, logistics, or coordinating a program
• Strong verbal communication skills and a calm, professional phone presence for coordinating with drivers, participants, and families
• Demonstrated ability to multitask, stay organized, and make sound decisions quickly in a fast-paced, changing environment
• Comfortable working with seniors and their families with patience, empathy, and professionalism
• Proficiency with computers, scheduling/dispatch software, and data entry
• PREFERRED: Experience in a PACE program, senior care, geriatrics, home care, or healthcare-related transportation setting
• Familiarity with electronic health records (SeenEHR/Orbit or similar) and transportation/routing or GPS tracking software
• Knowledge of ADA and non-emergency medical transportation (NEMT) practices, including wheelchair-accessible and paratransit service
• Cultural competence working with Chinese-speaking senior populations
• Valid BLS/CPR certification (AHA or American Red Cross)
• Valid California driver's license and clean driving record (ability to support driving coverage in a pinch is a plus, not required)