Operations Administrative Coordinator
Department: Operations
Reports To: Managing Director
Supports: Managing Director & General Manger of Charter Operations
Status: Part-Time, Non-Exempt
Position Summary
Beyond Horizons Tour & Travel is seeking a highly organized, detail-oriented Operations Administrative Coordinator to provide administrative support to the Director of Operations and the President while helping keep our charter operation organized, compliant, and running efficiently.
This position serves as the administrative backbone of our operations department by coordinating compliance documentation, supporting accounting and human resources administration, maintaining operational records, and ensuring important deadlines and processes stay on track. The ideal candidate enjoys working in a fast-paced environment, can manage multiple priorities, and takes pride in keeping things organized and accurate.
While previous transportation industry experience is helpful, we are willing to train the right candidate who demonstrates strong organizational skills, attention to detail, professionalism, and a willingness to learn.
Essential Duties & ResponsibilitiesAdministrative Support
- Provide administrative support to the Managing Director & General Manger of Charter Operations.
- Prepare reports, spreadsheets, correspondence, presentations, and operational documents.
- Maintain organized electronic and paper filing systems.
- Answer and direct telephone calls as needed.
- Coordinate meetings, appointments, and operational communications.
- Assist with special projects and company initiatives.
- Maintain confidential employee and company records.
Operational Compliance Administration
- Assist in administering the company's DOT and FMCSA compliance programs.
- Utilize the company's compliance management software (Foley) to monitor driver qualification files, review system alerts, upload documentation, and ensure compliance records remain current.
- Coordinate driver onboarding documentation and compliance requirements.
- Track CDL licenses, medical certificates, endorsements, and other required driver credentials.
- Assign required drug and alcohol tests through Foley and ensure employees complete testing within required timeframes.
- Maintain compliance calendars for recurring deadlines, certifications, and renewals.
- Prepare documentation for internal reviews, audits, and regulatory inspections.
- Maintain organized electronic compliance records and assist with operational reporting.
- Assist the Director of Operations with compliance initiatives and operational documentation.
Fleet & Operations Administration
- Maintain vehicle files and operational records.
- Process vehicle registrations, permits, and licensing documentation.
- Assist with insurance certificates and claims documentation.
- Support fleet recordkeeping and maintenance documentation.
- Coordinate operational paperwork and maintain organized department records.
- Assist with driver file administration and operational documentation.
Accounting & Administrative Support
- Process accounts payable invoices and supporting documentation.
- Assist with accounts receivable administration.
- Organize vendor files and contracts.
- Assist with payroll documentation and employee records.
- Support human resources administrative functions, including onboarding paperwork, personnel files, and benefit documentation.
- Assist with insurance renewals and other administrative reporting.
Operational Support
- Manage the Operations Department calendar by tracking recurring deadlines, inspections, registrations, compliance renewals, meetings, training requirements, and operational milestones to ensure important tasks are completed on time.
- Prepare agendas, reports, presentations, and supporting materials for quarterly driver meetings.
- Assist with planning and coordinating company meetings, employee appreciation events, and operational activities.
- Coordinate conference registrations, travel arrangements, and event logistics for management as needed.
- Support continuous improvement initiatives within the operations department.
- Perform other duties as assigned.
QualificationsRequired
- High school diploma or equivalent.
- Previous administrative or office experience.
- Strong organizational and time management skills.
- Exceptional attention to detail.
- Excellent written and verbal communication skills.
- Strong customer service and interpersonal skills.
- Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Ability to quickly learn company software systems, including transportation and compliance platforms.
- Ability to prioritize multiple projects while meeting deadlines.
- Ability to maintain confidentiality and handle sensitive information professionally.
Preferred
- Associate degree in Business Administration or related field.
- Experience working in transportation, logistics, compliance, or operations.
- Experience with accounting software or basic bookkeeping.
- Experience working with electronic document management systems.
Desired Characteristics
We're looking for someone who is:
- Highly organized and detail-oriented.
- Dependable and self-motivated.
- Professional and positive.
- Comfortable working independently while supporting a team.
- Adaptable in a fast-paced environment.
- Willing to learn new systems and procedures.
- A proactive problem solver who enjoys keeping projects organized and moving forward.
- Committed to maintaining a high level of accuracy and confidentiality.
Work Environment & Physical Requirements
- Ability to sit and work at a computer for extended periods.
- Ability to occasionally lift up to 25 pounds.
- Ability to move throughout the office and operational facilities as needed.
- Occasional evening hours may be required for company meetings, driver meetings, training sessions, or special events.
- Occasional travel may be required to attend conferences, trade shows, training programs, or company events.
Compensation & Benefits
- Starting wage of $18.00–$19.00 per hour, based on qualifications and experience.
- Performance-based wage reviews with opportunities for advancement.
- Full-time position.
- Benefits offered in accordance with company policy.
About Beyond Horizons Tour & Travel
Beyond Horizons Tour & Travel is a Michigan-based transportation and travel company providing charter motorcoach services, escorted tours, retail travel planning, and shuttle transportation throughout the Midwest and beyond.
Our team is committed to providing exceptional customer service while maintaining the highest standards of safety, professionalism, and operational excellence. We believe in teamwork, integrity, continuous improvement, and creating memorable travel experiences for every passenger.
If you enjoy staying organized, supporting a team, and making a meaningful impact behind the scenes, we'd love to hear from you.
Pay: $17.50 - $19.00 per hour
Work Location: In person
