What are the responsibilities and job description for the Operations Coordinator position at Willmar Lakes Area Chamber of Commerce?
Operations Coordinator Job Description
Position Title: Operations Coordinator
Location: Woody's Trucking, Inc. – Willmar, MN
Position Summary
Woody's Trucking is seeking a dependable, organized, and detail-oriented Operations Coordinator to support both the office and dispatch departments. This position serves as the first point of contact for customers, drivers, vendors, and visitors, creating a welcoming and professional front office environment. The Operations Coordinator is responsible for greeting visitors, answering phones, assisting customers, maintaining accurate records, supporting payroll and invoicing, coordinating driver and customer communications, and helping ensure the daily operations of the office run efficiently. The ideal candidate is a team player who enjoys a fast-paced environment and is willing to learn all aspects of the transportation industry.
Office Operations
Position Title: Operations Coordinator
Location: Woody's Trucking, Inc. – Willmar, MN
Position Summary
Woody's Trucking is seeking a dependable, organized, and detail-oriented Operations Coordinator to support both the office and dispatch departments. This position serves as the first point of contact for customers, drivers, vendors, and visitors, creating a welcoming and professional front office environment. The Operations Coordinator is responsible for greeting visitors, answering phones, assisting customers, maintaining accurate records, supporting payroll and invoicing, coordinating driver and customer communications, and helping ensure the daily operations of the office run efficiently. The ideal candidate is a team player who enjoys a fast-paced environment and is willing to learn all aspects of the transportation industry.
Office Operations
- Serve as the first point of contact for customers, drivers, vendors, and visitors by providing a friendly, professional, and welcoming front office experience.
- Greet and assist walk-in customers and visitors.
- Answer and direct incoming phone calls professionally.
- Assist the Office Manager with daily administrative and operational tasks.
- Prepare and organize driver paperwork.
- Prepare driver pay sheets and assist with payroll processing.
- Complete and maintain IFTA reporting information.
- Reconcile fuel statements for accuracy.
- Monitor trailer storage and verify storage charges.
- Prepare and process customer invoices using dispatch software
- Report customer detention and other accessorial charges.
- Maintain organized files and office records.
- Keep the office clean, organized, and professional.
- Perform additional administrative duties as assigned.
- Assist the Dispatch Team with day-to-day operations.
- Organize customer load information.
- Schedule customer delivery appointments.
- Complete customer load reporting, including arrival/departure times, lumper fees, detention, and other accessorial charges.
- Prepare load information sheets for drivers.
- Conduct daily check calls with drivers.
- Assist drivers with routes and directions to help ensure on-time deliveries.
- Email customers with shipment updates.
- Organize and maintain driver files and documentation.
- Learn and utilize transportation software, including:
- ORBCOMM & TracKing trailer tracking systems
- Platform Science - Electronic Logging Device (ELD) software
- Monitor trailer tracking and storage locations.
- Perform additional dispatch-related duties as assigned.
- High school diploma or equivalent required.
- Previous office, administrative, customer service, or transportation experience preferred.
- Strong computer skills, including Microsoft Office (Word, Excel, Outlook).
- Experience with QuickBooks is preferred or willingness to learn.
- Excellent organizational skills and attention to detail.
- Strong verbal and written communication skills.
- Ability to multitask and prioritize work in a fast-paced environment.
- Ability to work independently while contributing as part of a team.
- Positive attitude, professionalism, and strong work ethic.
- Knowledge of trucking or logistics operations.
- Experience with payroll processing.
- Familiarity with transportation management software, ELD systems, or trailer tracking software.
- Basic accounting or bookkeeping experience.
- Ability to sit for extended periods while working at a computer.
- Occasionally lift or move up to 25 pounds.
- Ability to perform routine office tasks, including filing and organizing records.
- Competitive pay based on experience
- Paid time off and holidays
- Retirement plan
- Supportive, family-oriented work environment
- On-the-job training and opportunities for professional growth
- Stable, long-term career with a respected transportation company