Job Overview
Beachwood Transportation LLC is seeking a dependable, highly organized Operations & Administrative Coordinator to support the company’s daily administrative, dispatch, payroll-preparation, compliance, and recordkeeping functions.
This position is ideal for someone who pays close attention to detail, follows through without constant reminders, and can manage several responsibilities at once. The successful candidate will help keep employee records current, monitor driver credentials and daily transportation operations, organize company paperwork, validate trip information, and follow up on outstanding business matters. As the employee becomes proficient, they will be trained to assist with transportation billing..
Primary Responsibilities
- · Maintain and update employee and driver worksheets.
- · Track driver credentials, certifications, licenses, physicals, CPR/First Aid, PASS training, and expiration dates.
- · Notify management before credentials expire and follow up with drivers regarding missing documents.
- · Organize, scan, and file paid bills, invoices, receipts, and company records.
- · Keep the owner’s desk and work areas clear of paperwork requiring filing or follow-up.
- · Prepare driver tips, bonuses, balances, and other payroll adjustments for management review.
- · Monitor the dispatch board throughout the day.
- · Verify that drivers are on time and contact drivers regarding late or uncovered trips.
- · Alert management to transportation delays, scheduling problems, or service concerns.
- · Review and validate quotes and trips entered into CTS.
- · Confirm that rates, mileage, addresses, appointment times, service levels, account codes, and trip details are entered correctly.
- · Follow up with applicants, employees, vendors, facilities, customers, and business contacts as directed.
- · Maintain organized electronic and paper files.
- · Assist with reports, spreadsheets, correspondence, and general office duties.
- · Learn Beachwood Transportation’s billing process and gradually assume billing responsibilities.
- · Protect confidential employee, client, payroll, and company information.
- · Perform other administrative and operational duties as assigned.
Qualifications
- · Strong organizational and time-management skills.
- · Excellent attention to detail and accuracy.
- · Dependable attendance and punctuality.
- · Professional telephone and email communication.
- · Comfortable working with spreadsheets, email, online portals, and office software.
- · Ability to learn transportation scheduling and billing systems.
- · Ability to handle confidential information responsibly.
- · Ability to follow written procedures and complete assignments without constant supervision.
- · Comfortable contacting drivers and addressing lateness or missing information.
- · Able to manage multiple deadlines and changing priorities.
- Familiarity with multi-line phone systems, calendar management tools, and office management best practices
Preferred Experience
- · Administrative support, dispatch, transportation, healthcare, payroll preparation, billing, credentialing, or compliance experience.
- · Experience using Microsoft Excel, Word, Outlook, or transportation-management software.
- · Experience maintaining employee records or tracking certification deadlines.
- Transportation billing experience is helpful but not required; training will be provided to the right candidate
Compensation and Advancement Path
The position begins at $18.00 per hour as a training rate. Pay increases are performance-based and are not automatic. Advancement depends on accuracy, reliability, attendance, the ability to work independently, and successful completion of each responsibility level.
$18/hour
Training and introductory period
Learning company procedures, recordkeeping, credential tracking, filing, dispatch monitoring, and CTS validation.
Up to $20/hour
After successful introductory review
Independently managing core administrative duties, credential deadlines, payroll preparation, follow-ups, dispatch monitoring, and trip validation with minimal correction.
Up to $22/hour
Billing-trained coordinator
Accurately handling assigned billing duties, resolving routine discrepancies, maintaining organized records, and consistently meeting deadlines.
Up to $23/hour
Advanced or lead-level responsibility
Demonstrating sustained accuracy, initiative, independent problem-solving, and the ability to manage higher-level operational or billing responsibilities.
Note: Timing for advancement will vary based on performance, business needs, and the employee’s ability to consistently perform the duties assigned at each level.
Ideal Candidate
· Notices problems before they become emergencies.
· Keeps accurate records and follows up until tasks are completed.
· Is comfortable holding drivers and staff accountable.
· Can work independently while keeping management informed.
· Understands that accuracy is critical in transportation operations, payroll preparation, and billing.
Able to follow directions.
How to Apply
Please submit your resume and a brief statement explaining why you would be a good fit for this position. You can also apply on our website at: beachwoodtransportation.com you will find the short application under the careers tab. Must include previous work experience and time on those jobs. Looking to start someone immediately.
Pay: $18.00 - $22.00 per hour
Work Location: In person
