Office Clerk - Transportation Coordinator

JOB DESCRIPTION

Office Clerk (Transportation Coordinator)

FLSA Status: Hourly / Non-Exempt

Reports To: Warehouse Manager

The role of the Transportation Coordinator is to support the Transportation Team in all day to day functions of EMS-TX facilities, equipment, fleet and drivers.

The primary responsibilities of the Transportation Coordinator are to ensure that all company trucks, trailers, and drivers remain in full compliance with DOT regulations and company policies, while also serving as the key communication link between drivers and the rest of the organization.

Essential Duties/Responsibilities

The following duties are typically performed by those with this job title; however, they may perform other related duties, and not all duties listed are necessarily performed by each person with this job title:

• Maintain accurate Driver Qualification (DQ) files and oversee all qualification events, including road tests and medical certifications.
• Ensure all driver certifications, credentials, and compliance requirements are completed before expiration in coordination with the Transportation Manager.
• Monitor Hours of Service (HOS) compliance; ensure logs are certified, assign unassigned drive time, and make necessary log edits.
• Maintain driver profiles across various internal and external vendor systems.
• Maintain complete and organized files for tractors, trailers, and all equipment repairs.
• Add or retire fleet units as required and coordinate updates with Corporate.
• Manage tractor and trailer permits and provide updated information to drivers.
• Maintain and issue PikePass, PrePass, EZ Tag devices, and accounts.
• Assist drivers with truck or trailer mechanical issues by coordinating with leasing companies, scheduling PMs, arranging service calls, and maintaining the driver notification board.
• Assist drivers with delivery exceptions and communicate updates-such as ETA changes or driver call‑ins-to the sales team.
• Review driver logs, fuel reports, and submit paperwork for accuracy and compliance.
• Scan, upload, and code driver credit card receipts in alignment with company procedures.
• Work with the Operations Manager, OAM, Transportation Manager, and the Florida Safety Team to coordinate, support, and document periodic safety and compliance training for employees at all EMS‑TX facilities.
• Perform any other tasks or responsibilities assigned by the Operations Manager, Transportation Manager, or VP.

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, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education

• High School Diploma or equivalent

Experience/Skills/Abilities Required

• Clean driving record free of violations or other major convictions such as careless and reckless driving, hit and run, etc. over the past 5 years is necessary
• Experience with Electronic Logging Devices (ELD)
• Experience and knowledge of current DOT regulations and compliance
• Basic knowledge of truck maintenance and maintenance management
• Ability to organize, plan and prioritize duties: Detail oriented
• Action Oriented: Enjoys working hard; is action-oriented and full of energy for the things he/she sees as challenging; not fearful of acting with a minimum of planning; seizes more opportunities than others
• Drive For Results: Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results
• Peer Relationships: Can quickly find common ground and solve problems for the good of all; can represent his/her own interests and yet be fair to other groups; can solve problems with peers; is seen as a team player and is cooperative; easily gains trust and support of peers; encourages collaboration; can be candid with peer

Work Environment/Physical Demands

Office, warehouse, truck yard – moderate to loud noise level. This position regularly requires standing; walking; sitting; use hands; reaching with hands and arms; and talking and/or hearing. Occasional lifting and/or moving up to 25 pounds.

WE ARE A DRUG FREE WORKPLACE AND AN EQUAL OPPORTUNITY EMPLOYER