HR & Dispatch Administrator

Rinchem•Burlington, NC

About The Position

The HR & Dispatch Administrator provides administrative support to 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 documentation, maintains reports and records, and provides day-to-day support to the Dispatch team. The position helps ensure documentation is accurate, records are maintained, onboarding is completed, and administrative tasks are handled in a timely manner, supporting operational consistency, service, compliance, and performance. The administrator supports drivers, dispatch personnel, supervisors, Human Resources, Safety, and Payroll by coordinating information, maintaining records, and facilitating routine administrative processes. Work includes maintaining driver files and documentation; coordinating onboarding and orientation; maintaining dispatch and transportation records; tracking compliance documents and expiration dates; collecting payroll and accessorial documentation; compiling reports and metrics; and organizing files, forms, and process documentation. The role also identifies process-improvement opportunities and performs other duties as assigned. The position works in an office environment supporting transportation and dispatch operations. It requires regular communication by telephone, email, Microsoft Teams, and in person, as well as organizing and maintaining electronic and physical documentation. The schedule is approximately 30 hours per week and is described as part-time.

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 communication and interpersonal skills, including the ability to work effectively across multiple 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.
Ability to communicate effectively and professionally, both verbally and in writing, with drivers, supervisors, managers, HR, Payroll, Safety, and other stakeholders.
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, and to review, validate, organize, and maintain information accurately.
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; and organize electronic and physical documentation.
Ability to sit, stand, walk, and perform routine office activities throughout the workday.
Regular and reliable attendance consistent with the established schedule of approximately 30 hours per week.
Strong sense of ownership, accountability, and follow-through; ability to manage competing priorities while maintaining accuracy and professionalism.
Ability to support time-sensitive transportation operations in a fast-paced environment.

Nice To Haves

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

Responsibilities

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