HR & Dispatch Administrator

Rinchem•Burlington, NC

About The Position

The HR & Dispatch Administrator provides administrative support for Rinchem’s transportation operation and serves as a liaison among Dispatch, Human Resources, Safety, Payroll, drivers, and other support functions. The role coordinates driver onboarding, maintains personnel and operational records, supports routine HR administration, assists with payroll and accessorial documentation, tracks compliance documents, maintains reports, and provides daily administrative support to Dispatch. The position helps ensure documentation is accurate, records are organized and retrievable, onboarding requirements are completed, and administrative work is handled in a timely and consistent manner. The administrator supports drivers, dispatch personnel, supervisors, and cross-functional teams by coordinating information and routine processes. Duties include maintaining confidential driver files; tracking employment, onboarding, policy, qualification, and compliance documentation; maintaining operational records and reports; organizing load-related paperwork; following up on missing or expiring documents; collecting documentation for payroll and approved accessorial pay; and escalating unresolved issues to appropriate supervisors or departments. The role also assists with audits, process documentation, standardized forms, and identifying opportunities to improve administrative accuracy and efficiency. This role is based in North Carolina and works in an office environment supporting transportation and dispatch operations. The stated schedule is approximately 30 hours per week and is described as part-time. The position requires regular communication by telephone, email, Microsoft Teams, and in person, as well as organizing electronic and physical documents and performing routine office activities.

Requirements

High school diploma or equivalent required.
Strong organizational skills and demonstrated attention to detail and recordkeeping accuracy.
Ability to manage multiple priorities, deadlines, and follow-up requirements in a fast-paced environment.
Ability to maintain confidentiality and appropriately handle sensitive employee and business information.
Strong written and verbal communication and interpersonal skills, including the ability to work effectively across departments.
Ability to identify issues, gather information, follow established procedures, and escalate matters requiring management review.
Demonstrated ability to maintain accurate records and documentation while supporting operational objectives.
Proficiency with Microsoft Office applications, including Excel, Outlook, Word, Teams, and PowerPoint.
Strong data-entry and spreadsheet-management skills.
Ability to learn and use company-specific transportation, HR, reporting, and administrative systems.
Ability to read, write, speak, and comprehend English sufficiently to understand company policies, procedures, forms, reports, and business documents.
Ability to work in an office environment supporting transportation and dispatch operations; communicate by telephone, email, Microsoft Teams, and in person; organize electronic and physical documentation; and sit, stand, walk, and perform routine office activities throughout the workday.
Ability to maintain regular and reliable attendance consistent with the established schedule of approximately 30 hours per week.

Nice To Haves

Three or more years of administrative support experience in transportation, logistics, trucking, Human Resources, payroll, operations, or a related environment preferred.
Associate degree in Business Administration, Human Resources, Logistics, Transportation, or a related field preferred.
Previous experience supporting transportation, logistics, dispatch, Human Resources, payroll, safety, or operational teams preferred.
Experience working with commercial drivers or transportation operations preferred.
Experience maintaining employee, compliance, onboarding, or operational documentation preferred.
Experience with transportation management systems, payroll systems, document-management tools, or related operational software preferred.

Responsibilities

Maintain organized driver personnel files, operational records, contact details, and emergency contact information.
Coordinate driver documentation among Dispatch, Human Resources, Safety, and other departments, and follow up on outstanding employment-related documents.
Assist with administrative processing for driver status changes, leave requests, resignations, terminations, coaching, counseling, or corrective actions as directed.
Track policy acknowledgments, forms, certifications, and employee documentation while maintaining confidentiality.
Coordinate driver onboarding and orientation activities, prepare checklists and materials, track completion, follow up on incomplete requirements, and maintain completed onboarding records.
Provide daily administrative support to Dispatch and Transportation, including data entry and maintaining driver, tractor, trailer, equipment, and operational records.
Maintain departmental spreadsheets, trackers, reports, files, and shared resources; organize load-related documentation and monitor missing paperwork.
Maintain records of driver home-time requests and other operational tracking activities; research routine administrative issues and track items requiring management attention.
Track driver documentation and qualifications, monitor expiration and renewal dates, contact drivers about missing or expiring documents, and maintain exception reports.
Organize records for management, HR, Safety, customer, or audit requests and support recordkeeping and document-retention requirements.
Collect and organize payroll documentation, assist with routine driver pay inquiries, and track documentation for detention, layover, breakdown, stop pay, and other approved accessorial items.
Monitor accessorial requests awaiting documentation, approval, or review; route items for approval, follow up on approved requests, and escalate discrepancies.
Compile recurring dispatch, operational, and administrative reports; maintain KPI reports and prepare summaries of unresolved items and trends.
Scan, organize, and electronically file documentation; maintain shared files, forms, templates, checklists, supplies, and administrative resources.
Assist with correspondence, audit preparation, SOPs, work instructions, process documentation, and administrative controls.
Identify opportunities to improve administrative processes, documentation accuracy, reporting consistency, and operational efficiency.
Perform other duties and responsibilities as assigned based on business needs.