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Administrative Coordinator

Administrative Coordinator

zTrip VADulles, VA, US
27 days ago
Job type
  • Full-time
Job description

Job Description

Job Description

Become part of the Transportation Revolution! As an Administrative Coordinator, you'll play a vital role in supporting operations and ensuring smooth day-to-day functions. You’ll provide hands-on support to drivers, maintain accurate records, and serve as a key link between drivers, dispatch, and management.

What we can do for you as an Administrative Coordinator :

  • Health, Dental, Vision and Life Insurance
  • Paid Time Off
  • Holiday pay
  • 401k with up to 3% matching

Your job responsibilities as an Administrative Coordinator :

Driver Support & Coaching

  • Assist with driver orientation and onboarding.
  • Review and coach drivers to enhance safety and customer service.
  • Provide equipment training (e.g., tablets) and ongoing support.
  • Assist drivers with transaction questions and issue resolution.

    • Transaction & Record Management

  • Set up and maintain driver lease and vehicle information.
  • Reconcile daily activities and maintain accurate transaction records.
  • Ensure timely updates and precision in documentation.
  • Track driver balances and escalate overdue accounts when necessary.

    • Internal Systems Oversight

  • Coordinate with dispatch to confirm trip completion and resolve issues.
  • Monitor and troubleshoot driver tablets, dispatch software, and other technology tools.
  • Serve as a liaison with IT for system updates and technical problem-solving.
  • Ensure proper data security and confidentiality protocols are followed.

    • Record Keeping & Compliance

  • Collect, review, and transfer daily billing documentation.
  • Maintain driver and vehicle compliance records in accordance with company, DOT, FTA, and local taxi authority requirements.
  • Conduct periodic audits to ensure all paperwork complies with company policies and procedures.
  • Support safety investigations by providing accurate and timely documentation.

    • Financial & Reporting Support

  • Assist with lease collections, cash / credit reconciliations, and related reporting.
  • Prepare weekly and monthly activity reports for management review.
  • Support management with driver balances, files, and vehicle maintenance records.

    • Communication & Customer Service

  • Answer incoming calls and provide dispatch backup when needed.
  • Deliver exceptional customer service across all interactions with drivers, customers, and internal teams.
  • Facilitate communication between operations, HR, safety, and other departments.

    • General Administrative Duties

  • Perform scanning, filing, faxing, and data entry tasks.
  • Organize and coordinate meetings, trainings, and communications.
  • Provide backup support to other administrative staff when required.

    • Project & Process Improvement

  • Identify opportunities to streamline administrative processes.
  • Assist in rolling out new company initiatives, technology upgrades, and pilot programs.
  • Gather feedback from drivers and staff to improve operational support services.
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