Office Administrator - DOT/Billing

Office Administrator – Oilfield Trucking Operations Position Summary

The Office Administrator is responsible for supporting the daily operations of the company by managing DOT compliance documentation, customer billing, driver records, administrative reporting, and general office functions. This position serves as a key liaison between drivers, management, customers, and regulatory agencies to ensure efficient operations and compliance with all applicable federal and state regulations.

Essential Duties and Responsibilities DOT Compliance & Driver Administration

• Maintain driver qualification (DQ) files in accordance with Federal Motor Carrier Safety Administration (FMCSA) regulations.
• Monitor and track Commercial Driver's License (CDL) expirations, medical certifications, endorsements, and annual reviews.
• Manage driver onboarding paperwork, including employment applications, background checks, MVR reviews, and drug/alcohol testing records.
• Coordinate pre-employment, random, post-accident, and reasonable suspicion drug and alcohol testing programs.
• Ensure compliance with FMCSA Clearinghouse requirements.
• Maintain Hours of Service (HOS) records and assist with ELD compliance reporting.
• Track vehicle registrations, permits, inspections, and insurance certificates.
• Assist with DOT audits, safety reviews, and compliance investigations.
• Monitor and maintain compliance with company safety policies and procedures.

Billing & Accounts Administration

• Prepare and submit customer invoices accurately and timely.
• Verify tickets, load sheets, work orders, and supporting documentation prior to billing.
• Track accounts receivable and follow up on outstanding invoices.
• Reconcile billing discrepancies and communicate with customers regarding invoice questions.
• Assist management with monthly reporting and revenue tracking.
• Maintain organized electronic and physical billing records.

Operations Support

• Receive and process driver paperwork, tickets, and daily operational reports.
• Maintain customer files, contracts, permits, and certificates of insurance.
• Assist with dispatch documentation and operational recordkeeping.
• Prepare reports related to fleet utilization, driver activity, and operational metrics.
• Coordinate office communications between drivers, customers, vendors, and management.
• Assist with scheduling maintenance and tracking fleet service records.

General Administrative Duties

• Answer incoming phone calls and direct inquiries appropriately.
• Manage incoming and outgoing mail, email correspondence, and office communications.
• Maintain filing systems and company records.
• Order and maintain office supplies.
• Assist with special projects and additional administrative duties as assigned.
• Maintain confidentiality of employee, customer, and company information.

QualificationsRequired

• High School Diploma or GED.
• Minimum of 2 years of administrative experience.
• Strong organizational and recordkeeping skills.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook).
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and accuracy.

Preferred

• Experience in trucking, transportation, logistics, oilfield services, or a related industry.
• Working knowledge of FMCSA and DOT regulations.
• Experience maintaining driver qualification files.
• Familiarity with ELD systems and Hours of Service regulations.
• Experience with invoicing, accounts receivable, or bookkeeping.
• Knowledge of transportation management software (TMS) and dispatch systems.

Physical Requirements

• Ability to sit, stand, and work at a computer for extended periods.
• Ability to occasionally lift up to 25 pounds.
• Ability to perform routine office activities.

Skills & Competencies

• Strong attention to detail.
• Excellent time management and prioritization.
• Professional customer service skills.
• Problem-solving and critical-thinking abilities.
• Ability to maintain confidentiality and handle sensitive information.
• Dependability and accountability.

Work Schedule

• Full-Time
• Monday through Friday
• Occasional overtime may be required based on business needs.

Compensation

Compensation will be based on experience, qualifications, and industry knowledge.