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.