What are the responsibilities and job description for the Administrative Coordinator position at WHC Worldwide | zTrip?
As an Administrative Coordinator, you'll play a vital role in supporting operations and ensuring smooth day-to-day functions. You’ll provide hands-on support to drivers, maintain accurate records, and serve as a key link between drivers, dispatch, and management.
Driver Support & Coaching
- Assist with driver orientation and onboarding.
- Review and coach drivers to enhance safety and customer service.
- Provide equipment training (e.g., tablets) and ongoing support.
- Assist drivers with transaction questions and issue resolution.
Transaction & Record Management
- Set up and maintain driver lease and vehicle information.
- Reconcile daily activities and maintain accurate transaction records.
- Ensure timely updates and precision in documentation.
- Track driver balances and escalate overdue accounts when necessary.
Internal Systems Oversight
- Coordinate with dispatch to confirm trip completion and resolve issues.
- Monitor and troubleshoot driver tablets, dispatch software, and other technology tools.
- Serve as a liaison with IT for system updates and technical problem-solving.
- Ensure proper data security and confidentiality protocols are followed.
Record Keeping & Compliance
- Collect, review, and transfer daily billing documentation.
- Maintain driver and vehicle compliance records in accordance with company, DOT, FTA, and local taxi authority requirements.
- Conduct periodic audits to ensure all paperwork complies with company policies and procedures.
- Support safety investigations by providing accurate and timely documentation.
Financial & Reporting Support
- Assist with lease collections, cash/credit reconciliations, and related reporting.
- Prepare weekly and monthly activity reports for management review.
- Support management with driver balances, files, and vehicle maintenance records.
Communication & Customer Service
- Answer incoming calls and provide dispatch backup when needed.
- Deliver exceptional customer service across all interactions with drivers, customers, and internal teams.
- Facilitate communication between operations, HR, safety, and other departments.
General Administrative Duties
- Perform scanning, filing, faxing, and data entry tasks.
- Organize and coordinate meetings, trainings, and communications.
- Provide backup support to other administrative staff when required.
Project & Process Improvement
- Identify opportunities to streamline administrative processes.
- Assist in rolling out new company initiatives, technology upgrades, and pilot programs.
- Gather feedback from drivers and staff to improve operational support services
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person