HR & Dispatch Administrator

Rinchem • Burlington, NC

1d • Onsite

About The Position

At Rinchem, efficient transportation operations require more than trucks and dispatch plans. They depend on accurate documentation, organized processes, strong communication, and exceptional administrative support. As an HR & Dispatch Administrator, you will play a critical role in supporting our transportation operation by serving as a key administrative liaison between Dispatch, Human Resources, Safety, Payroll, drivers, and other support functions. If you are highly organized, detail-oriented, enjoy coordinating multiple priorities, and thrive in a fast-paced transportation environment, this is an opportunity to make a meaningful impact while growing your career with a dynamic and growing organization. As an HR & Dispatch Administrator, you will provide administrative support that helps ensure the transportation operation runs efficiently and effectively. You will coordinate driver onboarding activities, maintain personnel and operational records, support routine HR administration, assist with payroll and accessorial documentation, track compliance documentation, maintain departmental reports and records, and provide day-to-day administrative support to the Dispatch team. This role serves as a central administrative resource for transportation operations by helping ensure documentation is accurate, records are maintained, onboarding processes are completed, and administrative tasks are executed in a timely manner. Your work will help reduce administrative burdens on operational leadership, improve process consistency, and support overall service, compliance, and operational performance. You will also support drivers, dispatch personnel, supervisors, Human Resources, Safety, and Payroll teams by coordinating information, maintaining records, and facilitating routine administrative processes.

Requirements

• High school diploma or equivalent required.
• Three or more years of administrative support experience in transportation, logistics, trucking, Human Resources, payroll, operations, or a related environment preferred.
• Strong organizational skills with 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 with the ability to work effectively across multiple departments.
• Ability to identify issues, gather information, follow established procedures, and appropriately escalate matters requiring management review.
• Demonstrated ability to maintain accurate records and documentation while supporting operational objectives.
• High school diploma or equivalent required.
• 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 is preferred.
• Experience maintaining employee, compliance, onboarding, or operational documentation is preferred.
• Ability to communicate effectively and professionally with drivers, supervisors, managers, Human Resources personnel, Payroll, Safety, and other stakeholders.
• Ability to communicate clearly in written and verbal formats.
• Ability to manage routine correspondence, documentation requests, and administrative follow-up activities.
• Ability to build productive working relationships while maintaining professionalism and confidentiality.
• Proficiency with Microsoft Office applications, including Excel, Outlook, Word, Teams, and PowerPoint.
• Strong data-entry and spreadsheet-management skills.
• Experience with transportation management systems, payroll systems, document-management tools, or related operational software preferred.
• Ability to learn and effectively utilize company-specific transportation, HR, reporting, and administrative systems.
• Ability to review, validate, organize, and maintain information accurately.
• Organization and Time Management
• Attention to Detail
• Confidentiality and Discretion
• Administrative Excellence
• Problem Identification and Escalation
• Customer Service Orientation
• Cross-Functional Collaboration
• Process Management
• 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.
• Read, write, speak, and comprehend the English language sufficiently to understand company policies, procedures, forms, reports, and business documents.
• Work in an office environment supporting transportation and dispatch operations.
• Communicate regularly via telephone, email, Microsoft Teams, and in person.
• Organize and maintain both electronic and physical documentation.
• Sit, stand, walk, and perform routine office activities throughout the workday.
• Maintain regular and reliable attendance consistent with the established part-time schedule of approximately 30 hours per week.

Responsibilities

• Maintain organized driver personnel files and related operational records.
• Coordinate routine driver documentation between Dispatch, Human Resources, Safety, and other internal departments.
• Monitor outstanding employment-related documentation and follow up with drivers as necessary.
• Maintain current driver contact information and emergency contact records.
• Assist with administrative processing associated with driver status changes, leave requests, resignations, terminations, and other employment actions as directed.
• Maintain documentation supporting management-directed coaching, counseling, or corrective action activities.
• Track required policy acknowledgments, forms, certifications, and employee documentation.
• Serve as an administrative point of contact for routine driver-related HR matters.
• Maintain appropriate confidentiality when handling employee, payroll, and company information.
• Coordinate administrative activities related to driver onboarding and orientation.
• Prepare, maintain, and manage driver onboarding checklists and supporting documentation.
• Assemble required onboarding materials, forms, and informational resources.
• Coordinate onboarding requirements with Human Resources, Safety, Operations, and other applicable departments.
• Track completion of onboarding requirements and required documentation.
• Monitor incomplete onboarding activities and follow up as necessary to ensure timely completion.
• Provide newly hired drivers with operational contact information, administrative procedures, company resources, and documentation expectations.
• Communicate unresolved onboarding issues to the appropriate department or supervisor.
• Maintain completed onboarding records in accordance with company policies and applicable record-retention requirements.
• Provide daily administrative support to the Dispatch and Transportation teams.
• Maintain driver, tractor, trailer, equipment, and operational records as assigned.
• Perform routine data entry and maintain information within transportation and operational systems.
• Maintain departmental spreadsheets, trackers, reports, and supporting records.
• Assist with organizing and processing load-related documentation and operational paperwork.
• Monitor missing documentation and follow up on outstanding items.
• Maintain records associated with driver home-time requests and other operational tracking activities.
• Research routine administrative issues prior to escalation to Dispatch leadership.
• Maintain organized electronic records, department files, and shared resources.
• Track unresolved administrative items requiring management attention and follow-up.
• Provide administrative assistance during periods of elevated operational activity.
• Maintain administrative tracking of required driver documentation and qualifications.
• Monitor document expiration dates and renewal requirements.
• Contact drivers regarding missing, incomplete, or expiring documentation.
• Maintain exception reports identifying documentation requiring immediate attention.
• Organize records for management, Human Resources, Safety, customer, or audit requests.
• Route regulatory, qualification, or compliance questions to the appropriate department.
• Support departmental recordkeeping and document-retention requirements.
• Help ensure required records are accurate, organized, and readily retrievable.
• Collect, organize, and maintain documentation necessary for payroll processing.
• Assist with researching routine driver pay questions and inquiries.
• Track supporting documentation associated with detention, layover, breakdown, stop pay, and other approved accessorial pay items.
• Monitor accessorial requests awaiting documentation, approval, or review.
• Route items requiring management approval to the appropriate supervisor.
• Follow up on approved requests to support timely processing and payment.
• Maintain accurate records of outstanding payroll or accessorial items.
• Escalate unresolved discrepancies to the appropriate supervisor, Payroll, or Human Resources representative.
• Compile recurring dispatch, operational, and administrative reports.
• Maintain departmental KPI reports, spreadsheets, trackers, and dashboards as assigned.
• Track outstanding administrative items, documentation exceptions, and follow-up requirements.
• Prepare recurring summaries of unresolved items requiring management attention.
• Maintain accurate historical administrative records and supporting documentation.
• Assist management with assembling information for operational reviews, audits, meetings, and reporting requirements.
• Track recurring issues and trends to help identify opportunities for process improvement.
• Scan, organize, and electronically file departmental documentation.
• Maintain shared departmental files, folders, records, and administrative resources.
• Prepare and maintain standardized forms, templates, checklists, and administrative documents.
• Assist with routine departmental correspondence and communications.
• Maintain commonly used forms, supplies, and administrative resources.
• Support preparation and organization of documentation for customer, company, and regulatory audits.
• Assist with maintaining departmental SOPs, work instructions, process documentation, and related 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.

Benefits

• Opportunity to make a meaningful impact while growing your career with a dynamic and growing organization.
• Gain exposure to transportation operations, compliance requirements, payroll processes, and workforce administration.
• Expand your skills and grow your career within a dynamic and growing organization.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED