The Operations Coordinator provides operational, administrative, and field support to the trucking division for Otwell's. This position works closely with the Division Manager, Dispatcher, Drivers, Customers, Pit Personnel, Scale Operators, Maintenance Personnel, and Job Site Representatives to ensure the safe, efficient, and accurate execution of daily trucking operations.
The Division Operations Coordinator serves as a key communication link between the field and office by conducting site visits, monitoring operational performance, verifying service quality, supporting maintenance coordination, assisting with driver support, and ensuring the proper handling and reconciliation of operational documentation and tickets.
This position is designed to develop a thorough understanding of dispatch operations and serves as a backup to the Dispatcher when needed. The role requires a combination of field presence, customer interaction, administrative support, problem-solving, and operational coordination.
Operations Support
- Support the Division Manager in the daily execution of trucking operations.
- Assist in coordinating trucks, drivers, and equipment to meet customer and operational requirements.
- Monitor daily operational activities and communicate issues, delays, or concerns to management.
- Help identify opportunities to improve efficiency, productivity, customer service, and profitability.
- Assist with special projects and operational initiatives as assigned.
- Maintain regular communication with drivers, customers, dispatch personnel, and field personnel.
Field Coordination & Quality Control
- Conduct regular visits to customer job sites, aggregate pits, gravel yards, asphalt plants, disposal sites, and other operational locations.
- Observe hauling operations and verify service quality standards are being met.
- Build and maintain positive relationships with customers, scale personnel, site supervisors, and operational personnel.
- Identify operational challenges and communicate recommendations for improvement.
- Monitor compliance with company safety policies and customer site requirements.
- Assist in resolving field-related concerns involving drivers, customers, equipment, loading locations, and delivery sites.
- Serve as a visible company representative within the field.
Dispatch Support
- Develop a working knowledge of dispatch procedures, systems, and customer requirements.
- Assist with dispatch functions during periods of high demand, personnel absence, or operational necessity.
- Learn truck scheduling, load assignments, routing, and customer communication processes.
- Participate in daily operational planning and scheduling discussions.
- Maintain dispatch-related reference materials, documentation, and operational records.
Documentation & Ticket Administration
- Receive, organize, verify, and secure load tickets, scale tickets, delivery receipts, and other operational documents.
- Scan and electronically maintain operational records in accordance with company procedures.
- Ensure all required documentation is complete, accurate, and submitted within established deadlines.
- Reconcile tickets and supporting documents for payroll, billing, and customer invoicing purposes.
- Assist Accounting and Management with document retrieval and operational reporting.
- Maintain confidentiality and security of operational records and company information.
- Track missing or incomplete tickets and coordinate resolution efforts.
Customer Service
- Maintain strong working relationships with customers and vendors.
- Respond professionally to customer inquiries and requests.
- Assist in resolving service concerns and communicate resolutions effectively.
- Ensure customers receive timely information regarding service schedules and operational updates.
- Support customer retention efforts through responsive and professional communication.
Maintenance Coordination
- Assist with the coordination of fleet maintenance activities.
- Support maintenance schedules, inspections, repairs, and service requirements.
- Communicate maintenance needs reported by drivers and operational personnel to maintenance manager.
- Coordinate with maintenance manager and maintenance providers regarding scheduled service and repairs as needed.
- Monitor truck/trailer downtime with maintenance manager and provide updates to management and dispatch personnel.
Safety & Compliance
- Support all company safety initiatives and policies.
- Report incidents, accidents, hazards, and near misses through established company procedures.
- Assist with driver compliance documentation and operational recordkeeping.
- Promote a culture of safety, accountability, and professionalism.
- Ensure adherence to company policies and applicable regulatory requirements.
Additional Responsibilities
- Assist in preparing operational reports, spreadsheets, and performance metrics.
- Participate in company meetings, safety meetings, and training programs.
- Support implementation of process improvements and operational best practices.
- Perform other duties as assigned by the Division Manager.
Experience Requirements
· Minimum of 2 years of experience in trucking, transportation, logistics, construction, dispatching, equipment operations, or a related field preferred.
· Experience working with trucking documentation, ticket management, dispatching, or customer service preferred.
· Experience interacting with field operations personnel and customers preferred
Educational Requirements
· High School Diploma or equivalent required.
· Additional education in transportation, logistics, business administration, construction management, or related fields is preferred.
Skill / Knowledge Requirements
· Strong organizational and time-management skills.
· Excellent verbal and written communication skills.
· Strong customer service skills.
· Ability to multitask and manage competing priorities.
· Attention to detail and accuracy.
· Proficiency with Microsoft Office applications including Outlook, Excel, and Word.
· Ability to create and maintain spreadsheets and reports.
· Critical thinking and problem-solving abilities.
· Ability to build relationships with customers and operational personnel.
· Ability to work independently and within a team environment.
· Ability to adapt to changing operational priorities.
· Commitment to safety and compliance.
· Ability to maintain confidential information.
· Self-motivated and dependable.
Work Environment
The position will divide time between office and field environments.
Field responsibilities require frequent travel to customer locations, construction projects, aggregate pits, gravel yards, asphalt plants, maintenance facilities, and other operational locations. The incumbent may be exposed to moving equipment, commercial vehicles, dust, noise, varying weather conditions, and construction-related hazards.
Occasional overtime, early morning starts, evenings, and weekend work may be required to support operational needs.
Physical Requirements
The physical demands of the position may vary based on operational requirements but may include: Standing, Walking, Sitting, Climbing, Balancing, Reaching, Stooping, Kneeling, Crouching, Crawling, Lifting, Carrying, Pushing, Pulling, Talking, Hearing, Viewing and interpreting reports and electronic data
The incumbent may be required to wear appropriate personal protective equipment while visiting operational work sites.
Certifications / Licenses
- Valid Driver's License required.
- Acceptable driving record required
- OSHA, First Aid/CPR, or other transportation and safety certifications are beneficial.
- Must be able to pass pre-employment and random drug screening if required by company policy.
Pay: $20.00 - $30.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Vision insurance
Work Location: In person
