| Location | Jessup, MD |
Transportation Administrator - High Volume Distribution Operations
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 correspondenceManage driver qualification files (DQFs) to ensure completeness and ongoing compliance with DOT and FMCSA requirementsPrepare, distribute, and archive daily, weekly, and monthly operational and performance reports for department leadershipServe as the departmental point of contact for payroll-related inquiries, timecard audits, and attendance recordkeeping for drivers and transportation staffAdminister 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 mannerRecord and track all vehicular accidents, workplace injuries, near-misses, and DOT violations including dates, parties involved, descriptions, outcomes, and corrective actions takenCoordinate with drivers, supervisors, and the Safety team to gather complete incident documentation including police reports, photos, witness statements, and insurance correspondenceMonitor open incidents through resolution, tracking claim status, return-to-work timelines, and violation remediation progressGenerate regular accident and injury summary reports and trend analyses to support data-driven decision making by department leadershipAssist in the preparation and ongoing updates of PowerPoint presentations covering accidents, injuries, and DOT violations for leadership to present to the national teamEnsure presentation data is current, visually clear, and accurately reflects trends, root causes, and corrective actions - updating slides on a recurring schedule or as incidents occurCoordinate with Safety, Compliance, and Operations to verify accuracy of all data included in national-level reporting decks before distributionMaintain 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 readinessSet up new driver profiles in the TMS, ELD platform, payroll system, and any other relevant operational softwareIssue and track uniforms, fuel cards, access badges, mobile devices, and other equipment assigned to new hiresPartner with HR to ensure seamless communication and documentation handoff between recruiting and operations teamsMonitor completion of onboarding checklists and escalate outstanding items to ensure no driver begins operations without full clearanceConduct 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 coursesMaintain a training matrix for all transportation staff, tracking completion status, expiration dates, and upcoming renewal requirementsPartner with Safety and Compliance teams to develop, update, and distribute training materials, SOPs, and reference guidesAdminister the company's Learning Management System (LMS) for the transportation department - enrolling employees, tracking progress, and generating completion reportsCoordinate with third-party training vendors, community colleges, or CDL schools for external certification programsSchedule and track recurrent training requirements such as annual refresher training, First Aid/CPR renewals, and DOT physical examsSupport Driver Leads in delivering on-the-job (OJT) training plans for new drivers during their probationary periodGather 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 schedulesCoordinate the DOT random drug and alcohol testing pool - generating selections, notifying drivers, and tracking completion and resultsMaintain up-to-date knowledge of FMCSA regulations and communicate relevant regulatory changes to drivers and supervisorsSupport internal and external transportation audits by compiling documentation packages and ensuring recordkeeping is audit-ready at all timesTrack, 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 demandAssist with assigning loads, communicating delivery instructions to drivers, and monitoring shipment status as directed by the Transportation ManagerRelay time-sensitive operational updates between drivers, warehouse staff, and customer service teams when covering dispatch functionsDocument 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 departmentsRespond to driver and staff inquiries related to scheduling, documentation, training status, and department policiesAssist with the coordination of recognition programs, department meetings, and employee engagement initiatives within the transportation teamSupport 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 preferredMinimum 2-3 years of administrative experience in transportation, logistics, distribution, or a related high-volume operational environmentWorking knowledge of DOT regulations, FMCSA driver qualification requirements, and Hours of Service (HOS) rulesExperience coordinating employee onboarding, training scheduling, or HR administrative processesDemonstrated experience maintaining an accident, injury, or incident register and producing safety-related reports or documentationProficiency in Microsoft Office Suite with advanced PowerPoint skills - including the ability to build and update data-driven presentation decks for executive or national audiencesAdvanced Excel skills for data tracking, reporting, and trend analysis strongly preferredExperience 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 pressureStrong 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 workforceFamiliarity with HRIS platforms (Dayforce) and how they integrate with transportation operationsBilingual in English and Spanish strongly preferred in markets with diverse driver populationsExperience developing or delivering driver training content or safety programsBackground in safety reporting, OSHA recordkeeping, or DOT violation management