Operations Coordinator

Overview We are seeking a dynamic and highly organized Operations Coordinator to join our team and drive efficiency across our logistics and transportation functions. We are looking for an Operations Coordinator to manage the daily coordination of our trucking dispatch, fleet safety records, and auto body shop front-office operations. This person will schedule and communicate with drivers, maintain safety and compliance documentation, coordinate customer appointments and shop workflow, prepare invoices, accept payments, follow up with insurance companies, maintain supply orders, and serve as a key point of contact for customers, vendors, drivers, technicians, and management. This role is ideal for someone who is highly organized, customer-focused, comfortable with paperwork and software systems, and able to manage multiple moving parts in a fast-paced trucking and collision repair environment. Position Summary The Operations Coordinator is responsible for coordinating daily trucking dispatch activities, supporting fleet safety and regulatory compliance, and managing the front-office and administrative operations of an auto body/collision repair shop. This role serves as the central communication point between drivers, customers, technicians, insurance companies, vendors, and management. This position combines dispatch scheduling, driver communication, fleet safety documentation, shop calendar management, customer intake, repair order administration, invoicing, payment collection, insurance claim coordination, supply ordering, and day-to-day workflow follow-up. Key ResponsibilitiesTruck Dispatch & Fleet Coordination · Schedule and dispatch trucks, drivers, and equipment based on customer needs, workload, vehicle availability, delivery timelines, and operational priorities. · Prepare and maintain daily dispatch schedules, driver assignments, route information, and work orders. · Monitor driver, vehicle, and equipment status throughout the day and communicate updates, delays, hazards, or schedule changes. · Serve as the point of contact for drivers regarding assignments, pickup and delivery details, equipment needs, paperwork, and operational questions. · Maintain accurate dispatch records, delivery documentation, trip notes, customer updates, and operational reports. · Coordinate with management and shop personnel when vehicles require maintenance, repair, inspection, or downtime. Fleet Safety & Compliance Support · Support the company's fleet safety program by maintaining organized driver, vehicle, inspection, maintenance, and incident records. · Track compliance-related deadlines such as driver qualification documents, medical certificates, MVR reviews, vehicle inspections, registrations, insurance documents, and maintenance intervals. · Assist with Hours of Service documentation, ELD and driver log follow-up, driver file organization, and internal compliance calendars. · Maintain or assist with driver qualification files and related driver documentation. · Coordinate vehicle inspection, repair, and maintenance documentation. · Help identify and escalate safety concerns related to driver behavior, vehicle condition, Hours of Service issues, maintenance defects, or accident and incident patterns. · Support driver safety meetings, training reminders, accident reports, corrective action follow-up, and audit preparation. · Monitor issues related to unsafe driving, crash indicators, Hours of Service compliance, vehicle maintenance, controlled substances/alcohol, hazardous materials, and driver fitness where applicable. Auto Body / Collision Shop Operations · Coordinate the daily administrative workflow of the auto body shop, including customer appointments, vehicle intake, estimate follow-up, repair order status, technician/shop scheduling, and customer updates. · Maintain the shop calendar for estimates, drop-offs, teardown, supplements, parts arrivals, repair progress, pickups, and delivery dates. · Communicate with customers in person, by phone, text, or email regarding vehicle status, repair timelines, approvals, payments, and required documentation. · Coordinate with technicians, estimators, vendors, and management to keep repairs moving and reduce delays. · Maintain organized records for repair orders, invoices, parts, supplies, customer communications, photos, approvals, and insurance-related documents. · Monitor shop supplies, office supplies, materials, parts, and vendor orders; place replenishment orders as needed and track delivery status. · Assist management with daily shop priorities, workflow bottlenecks, customer escalations, and administrative reporting. Insurance Company & Claims Coordination · Communicate with insurance companies, adjusters, customers, and internal staff regarding claim status, repair documentation, approvals, supplements, estimates, photos, and payment status. · Prepare, organize, and submit insurance-related documents as directed, including claim forms, estimates, supplements, invoices, photos, and supporting repair documentation. · Follow up on claim approvals, supplemental repair authorizations, payment status, and missing information. · Keep customers informed about what information is needed from them and where their repair stands in the insurance process. · Maintain claim-related records and notes in the shop management system or customer file. · Coordinate insurance claim paperwork and communication only within the scope authorized by the employer and applicable state insurance licensing requirements. Invoicing, Payments & Administrative Records · Create, review, and issue customer invoices, repair invoices, work orders, receipts, and payment documentation. · Accept and record customer payments, deposits, deductibles, insurance checks, credit card payments, and other approved payment types. · Reconcile basic daily payment activity and communicate discrepancies to management or accounting. · Maintain organized customer, vendor, dispatch, fleet, repair, safety, insurance, and payment records. · Assist with accounts receivable follow-up, unpaid invoices, customer balances, and insurance payment tracking. · Use office, accounting, dispatch, and shop management software to enter, update, retrieve, and report information. Customer Service & Communication · Greet customers, answer phones, respond to messages, and serve as a professional front-facing representative of the company. · Explain shop processes, dispatch updates, repair status, documentation needs, invoice details, and general next steps clearly and professionally. · Handle customer concerns, complaints, questions, and requests; escalate complex or sensitive issues to management. · Communicate effectively with drivers, technicians, vendors, insurance representatives, customers, and company leadership. · Maintain a high level of accuracy, confidentiality, professionalism, and urgency in all customer and operational communications. Required Qualifications · Experience in one or more of the following areas: truck dispatch, fleet coordination, transportation operations, DOT/FMCSA safety administration, auto body shop administration, automotive service advising, collision repair office coordination, customer service, insurance claim coordination, bookkeeping, or office management. · Strong organizational skills and ability to manage multiple schedules, deadlines, customers, drivers, vehicles, claims, invoices, and repair orders at the same time. · Comfortable using dispatch software, shop management systems, accounting/invoicing tools, spreadsheets, email, calendars, phones, and document management systems. · Ability to communicate professionally with drivers, customers, technicians, vendors, insurance representatives, and management. · Basic understanding of invoices, payments, receipts, accounts receivable, purchase orders, and recordkeeping. · Detail-oriented approach to safety files, compliance calendars, repair documentation, insurance paperwork, and customer records. · Ability to work in a fast-paced shop and transportation environment with changing priorities. Preferred Qualifications · Prior experience in trucking, logistics, auto body, collision repair, towing, fleet maintenance, automotive service, or insurance claim administration. · Familiarity with DOT/FMCSA compliance concepts, including driver qualification files, Hours of Service, vehicle inspections, maintenance records, and safety documentation. · Experience working with insurance companies, adjusters, supplements, estimates, deductibles, and repair authorizations. · Experience with shop management, estimating, dispatch, ELD, fleet maintenance, or accounting software. · Bilingual communication skills, if relevant to the company's customer base or driver workforce. Key Skills · Dispatch coordination · Fleet safety administration · DOT/FMCSA recordkeeping support (preferred not required) · Customer service · Shop scheduling and calendar management · Insurance claim coordination · Invoicing and payment processing · Vendor and supply ordering · Repair order administration · Driver communication · Problem solving and prioritization · Documentation accuracy · Multitasking under time pressure Pay: From $22.00 per hour Work Location: In person