Operations Coordinator - Dedicated Driver Program

About the job: The Operations Coordinator is the administrative and documentation backbone for the Dedicated Driver (DD) Operational Support Team, primarily supporting the Manager of Operational Support, with additional support for Talent Acquisition Specialists and Regional Managers.

This role keeps recruiting, onboarding, and training running on schedule by owning scheduling logistics, candidate and training records, and documentation upkeep. It also supports Regional Managers with performance administration, including metrics tracking, coaching documentation, and PIP paperwork.

Reporting to the Manager, DD Operational Support, this role sits alongside recruiting and support functions within the DD Operational Support Team.

This is a detail-oriented, process-driven role best suited for someone who is organized, discreet with sensitive information, and comfortable managing recurring documentation and scheduling cycles across multiple stakeholders at once.

As the Dedicated Driver program continues to grow, this role is expected to grow with it. The responsibilities outlined here represent the current scope, and the right candidate should be comfortable taking on new tasks and workflows as the team's needs develop over time.

What you'll do:

• Coordinate interview scheduling and candidate pipeline logistics, including maintaining and updating candidate records, in partnership with the Talent Acquisition Specialists, keeping candidates moving through the hiring process without delay.
• Support the Talent Acquisition Specialist with candidate interviews as needed, which may include screening calls or sitting in on interview panels.
• Confirm new drivers' account setup and onboarding requirements are fully complete before their start date.

• Help the team track and maintain driver performance metrics and dedicated driver department reports, flagging trends and outliers that warrant attention.
• Monitor shared email queues and route inquiries to the appropriate team member as needed.
• Draft and send mass communications to drivers on an as-needed basis such as emails, text blasts, or newsletters.
• Organize documentation storage and confirm naming conventions are followed consistently across recruiting, training, and performance records.
• Monitor live Dedicated Driver orders in real time, checking for order and app milestone accuracy as shipments move through each stage.

• Partner directly with the Talent Acquisition Specialist, Onboarding & Training Manager, and Regional Managers to understand upcoming scheduling and documentation needs, preparing materials in advance of deadlines.
• Escalate documentation gaps, missed deadlines, or inconsistencies to the Manager, DD Operational Support Team.
• Maintain confidentiality and sound judgment when handling sensitive candidate and personnel information.
• Order and coordinate shipment of driver equipment (e.g., uniforms, badges, placards).
• Support curriculum updates by identifying training gaps and routing them to the training owner for revision.
• Serve as a secondary owner of training/certification tracking, capable of stepping into training program ownership during transitions.
• Take on ad hoc administrative tasks and projects for the broader DD Team as they arise.

As the role evolves, additional responsibilities may include:

• Supporting additional administrative needs as the program and client base expands.
• Assisting with reporting and performance visibility tools for the DD Operational Support team.
• Investigate and resolve weekly driver pay discrepancies, coordinating with Regional Managers and other systems of record as needed.
• Taking on additional Salesforce-based processes as they are developed and documented.

Success Metrics

This year: what does success look like in this role this year?

• Recruiting, onboarding, and training cycles run on schedule with minimal escalations to the Manager, DD Operational Support.
• Candidate and training records are consistently accurate and up to date.
• Performance documentation (coaching notes, performance cases) is complete, filed on time, and audit-ready.
• Order/milestone monitoring catches discrepancies before they affect customer visibility.

Next year: what does success look like in this role next year?

• Demonstrated ownership of a larger or more complex caseload with less oversight.
• Contributing process improvements to scheduling, training tracking, or documentation workflows.

Your First 90 Days

• Learn the DD corporate support team's systems (Salesforce, ATS, LMS) and current documentation workflows.
• Shadow and take over recruiting/onboarding scheduling logistics with the Talent Acquisition Specialist and Onboarding & Training Manager.
• Begin supporting one or more Regional Managers with performance documentation and metrics tracking.
• Build working relationships with key stakeholders (Talent Acquisition Specialist, Onboarding & Training Manager, Regional Managers, Manager of DD Operational Support).

Your First 180 Days

• Independently manage the full recruiting/onboarding coordination cycle with minimal guidance.
• Own PIP and coaching documentation from initiation through close for assigned Regional Managers.
• Reliably monitor live orders/milestones and flag discrepancies proactively.
• Identify at least one process or documentation improvement to bring to the team.

What we're looking for:

• 1-2+ years of experience in an administrative, coordinator, or operations support role.
• Strong attention to detail, particularly when managing schedules, candidate records, and performance data.
• Comfortable working in Salesforce (SFDC), an ATS, or an LMS, or eager to learn; prior experience with any of these is a plus.
• Excellent written communication skills; able to coordinate across multiple stakeholders and summarize data clearly.
• Reliable and self-directed, with a proactive communication style when issues arise.
• Able to work within a remote, cross-timezone team environment.
• Discreet and trustworthy when handling confidential candidate and personnel information.
• Comfortable juggling competing priorities across recruiting, training, and performance support.