Position Overview
The Administrative Coordinator provides day\-to\-day administrative and operational support to the Transportation Director. This role is responsible for coordinating logistics, maintaining accurate records, supporting compliance efforts, and ensuring smooth communication across transportation operations.
This position plays a key role in supporting efficient, safe, and compliant transportation services by handling administrative processes, documentation, scheduling, and reporting.
Key Responsibilities
Administrative \& Operational Support
\- Provide direct administrative support to the Transportation Director
\- Maintain calendars, schedule meetings, and coordinate appointments
\- Prepare reports, presentations, and internal communications
\- Assist with daily operational coordination of transportation activities
\- Track and follow up on action items, deadlines, and department priorities
Scheduling \& Logistics Coordination
\- Assist with route documentation, scheduling updates, and service changes
\- Coordinate field trips, extracurricular transportation, and special requests
\- Communicate scheduling updates to drivers, staff, and stakeholders
\- Maintain transportation schedules and routing records
Compliance \& Documentation
\- Maintain accurate records for driver files, certifications, testing documentation, and safety reports
\- Support audit preparation and compliance tracking (FMCSA, DOT, OSHA, etc.)
\- Ensure all documentation is organized, current, and easily accessible
Payroll \& Timekeeping Support
\- Collect and review driver timesheets and attendance records
\- Enter and track hours, PTO, and overtime for payroll processing
\- Assist with payroll submission deadlines
\- Respond to employee inquiries related to timekeeping and pay
Fleet \& Maintenance Coordination
\- Maintain vehicle maintenance logs and service records
\- Track preventive maintenance schedules and repair updates
\- Coordinate with vendors and mechanics for service appointments
\- Assist in tracking fuel usage and fleet documentation
Communication \& Customer Support
\- Serve as a point of contact for transportation\-related inquiries
\- Respond to calls and emails from parents, staff, and vendors
\- Assist in resolving routine service issues and escalate when needed
\- Communicate updates clearly and timely
Data \& Reporting
\- Maintain transportation databases and systems
\- Compile reports on attendance, routes, and incidents
\- Ensure accuracy and confidentiality of all data
Recruiting \& HR Administrative Support
\- Assist with posting job openings and scheduling interviews
\- Maintain onboarding and compliance documentation
\- Support background checks and employee file management
Qualifications
\- 2–4 years of administrative or operations support experience (transportation, logistics, or school systems preferred)
\- Strong organizational and multitasking skills
\- High attention to detail and accuracy
\- Experience with payroll systems or timekeeping preferred
\- Proficiency in Microsoft Office (Excel, Word, Outlook)
\- Experience with scheduling or routing software is a plus
\- Strong communication and customer service skills
\- CDL (Commercial Driver’s License) and/or prior experience in transportation, logistics, or fleet operations strongly preferred
Pay: $16\.50 \- $20\.00 per hour
Benefits:
- Flexible schedule
- Do you have any experience in Transportation?
Application Question(s):
Work Location: Hybrid remote in Charlotte, NC 28273