Terminal Operations Coordinator

Bulk Environmental & Industrial is a fast-growing leading professional transportation and logistics services company providing long-haul transportation, collection, and loading of waste and other materials.

JOB SUMMARY

The Terminal Operations Coordinator is a dual-role position designed to support the day-to-day operation of a smaller terminal by combining driver supervision and dispatch responsibilities with fleet maintenance coordination. This position is accountable for driver performance, safety compliance, scheduling execution, and dispatch, while also serving as the administrative and communication hub for the terminal's maintenance activities - processing repair and purchase orders, tracking Driver Vehicle Inspection Reports (DVIRs), and keeping fleet equipment repaired safely, efficiently, and cost-effectively.

The Coordinator exercises independent judgment in daily driver management, dispatch decisions, and maintenance prioritization, coordinating with Operations Management, technicians, vendors, and Human Resources as required. The ideal candidate is highly organized and detail-oriented, with the ability to move fluidly between driver-facing supervision and behind-the-scenes maintenance administration.

PRIMARY DUTIES AND RESPONSIBILITIES

Driver Supervision

• Serve as the primary supervisor for assigned drivers, providing direction and oversight on schedules, routes, productivity, safety, and conduct.
• Monitor driver safety performance (internal metrics, CSA scores, incident history) and ensure compliance with DOT regulations, hours-of-service, and company safety rules.
• Conduct safety coaching and performance discussions; address driver issues and administer progressive discipline in coordination with management and Human Resources.
• Serve as the first point of escalation for driver incidents, accidents, and violations.
• Review and approve driver timecards, hours, and pay adjustments prior to payroll processing.

Dispatch & Customer Service

• Set up and manage daily and weekly pickup and delivery schedules, and dispatch a fleet of trucks to meet operational and customer requirements.
• Authorize loads, reroute drivers, and reassign work as needs require, ensuring accuracy of schedules and load information in company systems.
• Calculate customer rates, ensure excellent customer service, and maintain clear communication with drivers, managers, customers, and transfer stations.

Maintenance Coordination

• Create, assign, and close Repair Orders (ROs) in the fleet maintenance system; review requests for accuracy and ensure labor, parts, and vendor invoices are documented.
• Monitor open repair orders to minimize downtime, and maintain accurate equipment maintenance histories and asset records.
• Monitor incoming DVIRs, prioritize safety-related defects, generate repair orders from defects, and ensure repairs are documented and DVIRs closed.
• Schedule repairs with internal technicians and outside vendors, track equipment status through the repair process, and communicate estimated completion times to operations.
• Obtain repair estimates and pricing, and monitor vendor performance and turnaround times.

Purchasing, Parts & Reporting

• Create and issue purchase orders for parts, outside repairs, tires, and services in accordance with company purchasing policies; match vendor invoices to POs and ROs and assist with reconciliation and warranty claims.
• Assist with parts ordering and inventory control, verify receipt of parts, and expedite critical backordered components.
• Monitor preventive maintenance schedules and prepare routine reports (open ROs/POs, equipment down status, PM compliance, DVIR status, vendor performance, and maintenance spending).
• Other duties as assigned.

REQUIREMENTS

Required

• High school diploma or equivalent required (Associate's degree preferred).
• Minimum of 2 years of local dispatch experience and/or fleet maintenance administrative experience; combined operations and maintenance exposure strongly preferred.
• Knowledge of DOT regulations, including hours-of-service and maintenance recordkeeping requirements.
• Knowledge of heavy-duty truck and equipment maintenance.
• Experience with dispatch software and Computerized Maintenance Management Systems (CMMS).
• Experience processing purchase orders and invoices.
• Strong organizational, clerical, and multi-tasking skills to keep track of schedules, routes, personnel, and repair activity.
• Excellent communication skills to collaborate with drivers, vendors, and management under any type of condition.
• Proficiency with Microsoft Office (Excel, Word, and Outlook).
• Ability to work Monday through Saturday.
• Ability to multitask with different, and sometimes conflicting, events happening at the same time, and to remain calm and relay information in a fast-paced environment.
• Must be bilingual (English/Spanish).
• Safety-oriented and a team player.

Preferred

• Experience with AMCS/Dossier, TMT Fleet Maintenance, Fleetio, Motive, Samsara, or similar ERP purchasing systems.
• Knowledge of refuse fleets, construction equipment, trailers, and tire management programs.

EQUIPMENT / TOOLS USED

• Dispatch software and Computerized Maintenance Management System (CMMS) / fleet maintenance software.
• Microsoft Excel, Word, and Outlook.
• ERP purchasing and vendor invoicing systems.

SAFETY & COMPLIANCE REQUIREMENTS

• Maintain dispatch, driver, and maintenance records and documentation in accordance with DOT requirements and company policy.
• Ensure driver hours and preventive maintenance schedules remain compliant with DOT regulations.
• Prioritize and escalate safety-related DVIR defects and driver incidents requiring immediate action.
• Follow OSHA compliance procedures and safety rules when in the shop and yard.
• Support audit preparation and maintain accurate compliance documentation.

Travel Required:

☒Yes No If yes, % of time: 20%

Physical Demands

This position requires the ability to work in both an office and shop/yard environment. The employee will spend the majority of time at a desk using a computer and telephone and will be required to sit for extended periods. The employee will also occasionally stand, walk, reach with hands and arms, and move through maintenance shops and equipment yards to check on repair status, and may engage in bending, stretching, and reaching in the course of a working day. The employee may occasionally lift supplies and materials up to 25 pounds. While performing the duties of this position, the employee is regularly required to see, talk, and hear.

Working Conditions

This job is located in a combination of indoor office and shop/yard environments with varying noise levels and degrees of temperature. The employee may be interrupted from time to time and must be able to move between office and shop areas as needed.

The above statements are intended to describe the general nature and level of work being performed for this job. They are not intended to be an exhaustive list of all responsibilities and activities required for the position. Furthermore, this does not establish a contract for employment and is subject to change at the discretion of the company.

EOE

Bulk Environmental & Industrial provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.