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Administrative Operations Coordinator
3 months ago
Job Overview
The Operations Admin I is responsible for executing clerical and administrative tasks across various operational sectors, including linehaul, records management, quality assurance, and customer service. This role involves addressing damaged and misdirected packages promptly to enhance delivery efficiency. The Operations Admin I acts as the primary contact for customers regarding a range of inquiries.
Key Responsibilities
• Provide administrative support to management and operational activities, including photocopying, filing, faxing, emailing, and answering phone calls.
• Review, research, and enter data into various systems to assist the respective functional area.
• Compile data and generate regular and ad-hoc reports for management review.
• Serve as the first point of contact for customer service, addressing, resolving, or escalating customer inquiries and issues.
• Assist management with Business Control Self Assessment (BCSA) audit activities by retrieving necessary data and files.
• Manage records-related tasks, including maintenance, destruction, and inventory.
• Facilitate timely delivery and minimize loss and damage by conducting address searches and corrections, ensuring packages are in optimal condition for customers.
• Prioritize workflow to maximize the number of packages resolved and dispatched for delivery within the same day.
• Ensure all packages receive appropriate scan statuses and manage hazardous material damages according to policy.
• Investigate missing packages to identify root causes of scanning failures and compile information on disputed deliveries for management review.
• Analyze and track loss and damage claims to identify improperly charged claims and report findings to management.
• Review and input all Independent Contractor (IC) settlement information into the appropriate system to ensure accurate payments, making adjustments as directed by management.
• Compile necessary documentation to establish and maintain Department of Transportation (DOT)-required files, ensuring timely log entries.
• Enter individual vehicle mileage records into the system and collaborate with ICs and Linehaul staff to resolve any discrepancies.
• Monitor various metrics, including the IC chargeback program, complaints, and maintenance compliance, preparing weekly reports for management review.
• Act as the initial contact for IC inquiries or issues related to settlements, uniforms, and decals, routing them to management for resolution.
• High School Diploma or GED is required.
• Previous experience in clerical or customer service roles is preferred.
• Proficient in general business skills such as typing, data entry, and use of office equipment including phones, copiers, and fax machines.
• Familiarity with Microsoft Office software and web-based applications.
• Strong customer service skills to effectively and professionally respond to inquiries.
• Excellent time management, organizational, and multitasking abilities to thrive in a fast-paced environment while maintaining high attention to detail and accuracy.
