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.