Operations Assistant (Port Arthur, TX)

SUMMARY:

The Operations Assistant provides administrative and logistical support to the Operations team to help ensure safe, reliable, and compliant service delivery. This role works closely with the Operations Supervisor, Director of Operations, and other departments including Dispatch, Maintenance, and Safety. The Operations Assistant helps coordinate schedules, track performance data, respond to driver inquiries, and maintain accurate records. This is a fast-paced, hands-on role that requires strong attention to detail, responsiveness, and organizational skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Although additional duties and related tasks may be assigned, the essential duties and responsibilities of this position include the following:

Administrative Support & Daily Operations Coordination

• Assist with preparation and distribution of daily operator schedules and route assignments.

• Ensure all Driver Leads have accurate and updated documents at the start of each shift.

• Enter and update data related to driver check-ins, route performance, and incident tracking.

• Maintain service logs, attendance records, and shift change reports for internal use and compliance.

• Communicate real-time updates between field staff, Dispatch, and Maintenance to support smooth operations.

• Support the coordination of substitute or backup drivers during unplanned absences.

• Respond to calls, texts, or in-person inquiries from drivers and staff regarding schedules, assignments, and company policies.

Compliance & Safety Tracking

• Maintain documentation of pre- and post-shift safety briefings, audits, and field observations.

• Assist with documentation for DOT, FMCSA, and OSHA compliance initiatives.

• Log data related to incidents, customer complaints, and policy violations in coordination with the Safety or HR departments.

• Support audit preparation by organizing reports and documentation as needed.

Operational Reporting & Communication

• Track key performance indicators (KPIs) such as on-time performance, absences, and missed trips.

• Compile daily and weekly summaries for leadership review.

• Coordinate with Operations leadership to ensure accurate updates to route assignments, service changes, or driver communication.

Customer & Team Support

• Respond to internal and external customer inquiries in a timely and professional manner.

• Assist with onboarding logistics and preparation for new drivers and operations staff.

• Help maintain a clean, organized, and safe operations center and driver area.

Culture, Engagement, and Representation

• Promote a positive, inclusive, and results-driven work environment.

• Represent Hotard Shuttle in external meetings, partnerships, and community initiatives.

• Contribute to company-wide initiatives, long-term planning, and continuous improvement efforts.

• Support company values and lead by example in professionalism, integrity, and service excellence.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, competency, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education / Experience

• No formal education required
• Demonstrated progressive leadership roles
• Safety, Training and DOT Regulation experience