Administrative & Operations Coordinator

Administrative & Operations Coordinator

The Administrative & Operations Coordinator provides administrative, recruiting, dispatch, and transportation support to ensure daily operations are organized, accurate, and completed on schedule. This position coordinates CDL recruiting and onboarding activities, dispatch-related communication and documentation, front-office responsibilities, recurring administrative tasks, and operational support while working closely with Human Resources, Operations, Safety, and other departments.

Essential Duties & Responsibilities

1. Recruiting & Onboarding Support

• Assist with CDL driver recruiting, screening, application processing, onboarding, and candidate follow-up.
• Maintain accurate applicant, driver, and recruiting-company rosters.
• Assist with driver qualification and pre-employment requirements in accordance with company procedures and applicable DOT/FMCSA requirements.
• Coordinate recruiting information and documentation with HR, Operations, and Safety.
• Maintain accurate and confidential recruiting records.

2. Dispatch & Transportation Coordination

• Support daily dispatch activities and ensure drivers receive accurate schedules, assignments, routes, and operational information.
• Monitor driver availability, assignments, schedules, and coverage.
• Facilitate timely communication between drivers, dispatch, customers, Operations, and other departments.
• Track delays, call-offs, route changes, service issues, and operational disruptions and communicate them appropriately.
• Maintain accurate dispatch schedules, driver information, and related documentation.
• Assist with routine driver and dispatch issues and escalate significant operational or safety concerns.
• Ensure dispatch-related information and records remain current and organized.

3. Administrative & Office Operations

• Manage front-desk and general administrative responsibilities, including calls, visitors, mail, deliveries, records, scheduling, and office communications.
• Complete recurring daily, weekly, and monthly administrative assignments.
• Maintain driver rosters, referral rosters, reports, trackers, and other administrative records.
• Assist with BambooHR, Fleetio, and other company systems as assigned.
• Coordinate office, uniform, mailing, breakroom, and hospitality inventory and supplies.
• Assist with company events, employee recognition, branded merchandise, and promotional materials.
• Maintain professional and organized reception, conference, breakroom, and common areas.

4. Reporting & Process Support

• Provide HR and Operations with updates regarding recruiting activity, staffing needs, dispatch matters, outstanding responsibilities, and operational concerns.
• Maintain accurate reports, schedules, trackers, and documentation.
• Identify opportunities to improve administrative, recruiting, and transportation workflows.
• Handle confidential employee, applicant, driver, and company information appropriately.
• Complete other administrative and operational duties as assigned.

Qualifications

• High school diploma or GED required; associate or bachelor's degree preferred.
• 2–3 years of experience in administrative support, recruiting, transportation, logistics, or a related field preferred.
• Experience with CDL recruiting, dispatch, or transportation operations preferred.
• Familiarity with DOT/FMCSA requirements preferred.
• Experience with BambooHR, Fleetio, ATS/recruiting systems, or similar platforms preferred.
• Proficiency with Microsoft Office and general computer applications.

Knowledge, Skills & Abilities

• Strong organization and attention to detail.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and recurring deadlines.
• Strong follow-through and problem-solving skills.
• Ability to communicate effectively with drivers, candidates, employees, customers, and vendors.
• Ability to maintain accurate records and confidential information.
• Professional, dependable, and service-oriented demeanor.
• Ability to work independently while coordinating effectively across departments.