Onsite Dispatcher, Kirkland

Job DescriptionJob DescriptionOperations & Dispatch Coordinator
A variety of soft skills and experience may be required for the following role Please ensure you check the overview below carefully.
Company:
Care Route Medical Transportation
Location:
In-Office Kirkland, WA
Job Type:
Full-Time
Schedule:
MondayFriday, 6:00 AM 2:00 PM, with weekend availability required as needed
About Us
Care Route Medical Transportation is a fast-growing, nurse-owned non-emergency medical transportation company dedicated to providing safe, reliable, and compassionate transportation services throughout Washington State.
We specialize in ambulatory, wheelchair, and stretcher transportation and partner with hospitals, skilled nursing facilities, and healthcare organizations.
Position Overview
We are seeking a highly organized, detail-oriented, and proactive Operations & Dispatch Coordinator to oversee daily dispatching operations and support the administrative backbone of our company.
This role is critical in ensuring smooth transportation logistics, efficient billing, driver accountability, and seamless communication between our office, drivers, and remote support teams.
The ideal candidate must thrive in a fast-paced environment, possess strong problem-solving skills, and be able to multitask effectively while maintaining professionalism and excellent customer service.
Key Responsibilities
Dispatch & Fleet Monitoring
Dispatch and coordinate trips using company software platforms such as Bambi and broker portals.
Monitor drivers in real time to ensure timely pickups, drop-offs, and route efficiency.
Communicate with drivers regarding schedule changes, delays, cancellations, and urgent issues.
Track vehicle locations and monitor trip completion.
Assist with managing no-shows, cancellations, and trip escalations.
Coordinate after-hours or urgent transport requests when needed.
Billing & Administrative Duties
Generate and submit invoices accurately and on time.
Verify trip records and reconcile completed rides for billing purposes.
Track accounts receivable and follow up on unpaid invoices.
Maintain accurate operational records and documentation.
Employee File Management
Maintain and update employee files, certifications, licenses, and onboarding documents.
Track expiration dates for driver credentials such as CPR, first aid, licenses, and training requirements.
Ensure all compliance documents are organized and up to date.
Team Coordination
Work closely with remote dispatchers, virtual assistants, and overseas support teams to ensure workflow continuity.
Assign and delegate tasks to remote teams as needed.
Communicate operational updates to leadership and staff.
Assist management with implementing systems and process improvements.
Customer Service & Client Relations
Answer incoming calls professionally and assist clients, facilities, and case managers.
Schedule transportation requests and provide updates to clients and healthcare facilities.
Resolve complaints and service concerns in a professional and timely manner.
Qualifications
High school diploma or equivalent required.
Experience in dispatching, logistics coordination, transportation, healthcare operations, or administrative office work preferred.
Experience with billing, invoicing, or office administration required.
Strong computer skills and ability to learn new software quickly.
Experience with platforms such as Bambi, Motive, QuickBooks, OpenPhone, or similar systems is a plus.
Strong communication, organizational, and leadership skills.
Ability to multitask under pressure and solve problems quickly.
Detail-oriented with a strong customer service mindset.
Ability to work independently and collaboratively as part of a team.
Prior experience in NEMT, medical transportation, or healthcare is highly preferred.
Must be available to work onsite from 6:00 AM 2:00 PM.
Must be available Monday through Friday, including weekend availability as needed.
Compensation & Benefits
Competitive hourly pay.
Opportunities for advancement within a rapidly growing company.
Professional development and leadership opportunities.
Supportive team-oriented work environment.
Why Join Care Route?
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At Care Route Medical Transportation, you wont just be another employee youll be part of a growing company making a real impact in healthcare access.
We are building one of Washingtons leading medical transportation companies and are looking for motivated team members who want to grow with us.