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Position Summary:

The Transportation Administrator is a key operational and administrative role within a high-volume distribution environment. This position is responsible for assisting driver onboarding and training programs, maintaining transportation records and regulatory compliance documentation, overseeing the accident and injury register, supporting leadership with data-driven presentations for national reporting, and providing dispatch coverage as needed. The ideal candidate is highly organized, process-oriented, and capable of managing multiple priorities while supporting a large team of drivers and transportation staff.

What you’ll do:

Administrative Operations & Recordkeeping:

Maintain and organize all transportation department records including driver files, compliance documents, incident reports, and correspondence.
Manage driver qualification files (DQFs) to ensure completeness and ongoing compliance with DOT and FMCSA requirements.
Prepare, distribute, and archive daily, weekly, and monthly operational and performance reports for department leadership.
Serve as the departmental point of contact for payroll-related inquiries, timecard audits, and attendance recordkeeping for drivers and transportation staff.
Administer and maintain the Transportation Management System (TMS) and related platforms, ensuring data integrity and up-to-date records.

Accident Register & Safety Reporting:

Own and maintain the department's accident and injury register, ensuring all incidents are logged accurately, completely, and in a timely manner.
Record and track all vehicular accidents, workplace injuries, near-misses, and DOT violations including dates, parties involved, descriptions, outcomes, and corrective actions taken.
Coordinate with drivers, supervisors, and the Safety team to gather complete incident documentation including police reports, photos, witness statements, and insurance correspondence.
Monitor open incidents through resolution, tracking claim status, return-to-work timelines, and violation remediation progress.
Generate regular accident and injury summary reports and trend analyses to support data-driven decision making by department leadership.
Assist in the preparation and ongoing updates of PowerPoint presentations covering accidents, injuries, and DOT violations for leadership to present to the national team.
Ensure presentation data is current, visually clear, and accurately reflects trends, root causes, and corrective actions — updating slides on a recurring schedule or as incidents occur.
Coordinate with Safety, Compliance, and Operations to verify accuracy of all data included in national-level reporting decks before distribution.
Maintain confidentiality of all incident records in accordance with company policy, OSHA recordkeeping requirements, and applicable regulations.

Driver Onboarding & New Hire Processing:

Coordinate the full-cycle onboarding process for new drivers and transportation staff, from offer acceptance through first day readiness.
Set up new driver profiles in the TMS, ELD platform, payroll system, and any other relevant operational software.
Issue and track uniforms, fuel cards, access badges, mobile devices, and other equipment assigned to new hires.
Partner with HR to ensure seamless communication and documentation handoff between recruiting and operations teams.
Monitor completion of onboarding checklists and escalate outstanding items to ensure no driver begins operations without full clearance.
Conduct new hire orientation sessions covering company policies, safety expectations, reporting procedures, and administrative requirements.

Training Program Coordination & Development:

Coordinate and schedule all required driver training including DOT-mandated training, defensive driving, equipment operation, and company policy courses.
Maintain a training matrix for all transportation staff, tracking completion status, expiration dates, and upcoming renewal requirements.
Partner with Safety and Compliance teams to develop, update, and distribute training materials, SOPs, and reference guides.
Administer the company's Learning Management System (LMS) for the transportation department — enrolling employees, tracking progress, and generating completion reports.
Coordinate with third-party training vendors, community colleges, or CDL schools for external certification programs.
Schedule and track recurrent training requirements such as annual refresher training, First Aid/CPR renewals, and DOT physical exams.
Support Driver Leads in delivering on-the-job (OJT) training plans for new drivers during their probationary period.
Gather and analyze training feedback; identify gaps and make recommendations for program improvement to management.

Compliance & Regulatory Support:

Monitor and manage driver license expiration dates, DOT medical certification renewals, and annual MVR pull schedules.
Coordinate the DOT random drug and alcohol testing pool — generating selections, notifying drivers, and tracking completion and results.
Maintain up-to-date knowledge of FMCSA regulations and communicate relevant regulatory changes to drivers and supervisors.
Support internal and external transportation audits by compiling documentation packages and ensuring recordkeeping is audit-ready at all times.
Track, file, and manage accident and DOT violation records, coordinating post-accident testing and maintaining confidential files per company and regulatory standards.

Dispatch Support:

Provide backup dispatch support during periods of high volume, staff absence, or peak operational demand.
Assist with assigning loads, communicating delivery instructions to drivers, and monitoring shipment status as directed by the Transportation Manager.
Relay time-sensitive operational updates between drivers, warehouse staff, and customer service teams when covering dispatch functions.
Document dispatch activity accurately in the TMS during coverage periods to maintain continuity of operational records.

Interdepartmental Communication & Support:

Act as the administrative liaison between Transportation, HR, Safety, Payroll, and Operations departments.
Respond to driver and staff inquiries related to scheduling, documentation, training status, and department policies.
Assist with the coordination of recognition programs, department meetings, and employee engagement initiatives within the transportation team.
Support the Director of Transportation with special projects, process improvement initiatives, and ad hoc reporting as needed.

About you:

Minimum Qualifications:

High school diploma or GED required; Associate's or Bachelor's degree in Business Administration, Human Resources, Logistics, or related field preferred.
Minimum 2-3 years of administrative experience in transportation, logistics, distribution, or a related high-volume operational environment.
Working knowledge of DOT regulations, FMCSA driver qualification requirements, and Hours of Service (HOS) rules.
Experience coordinating employee onboarding, training scheduling, or HR administrative processes.
Demonstrated experience maintaining an accident, injury, or incident register and producing safety-related reports or documentation.
Proficiency in Microsoft Office Suite with advanced PowerPoint skills — including the ability to build and update data-driven presentation decks for executive or national audiences.
Advanced Excel skills for data tracking, reporting, and trend analysis strongly preferred.
Experience with Transportation Management Systems (TMS), ELD platforms, or Learning Management Systems (LMS).
Exceptional organizational skills with the ability to manage competing deadlines and maintain a high level of accuracy under pressure.
Strong written and verbal communication skills with a professional, service-oriented approach.

Preferred Qualifications:

Experience in a distribution or fulfillment center with 50+ drivers or a large transportation workforce.
Familiarity with HRIS platforms (Dayforce) and how they integrate with transportation operations.
Bilingual in English and Spanish strongly preferred in markets with diverse driver populations.
Experience developing or delivering driver training content or safety programs.
Background in safety reporting, OSHA recordkeeping, or DOT violation management.

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