Transportation Coordinator

Company Description

Ready to Help Steer Our Success? Charlie’s Produce Oregon Division is seeking a highly organized and detail-oriented Transportation Coordinator to provide critical administrative and operational support to our Transportation Department. This role serves as a central point of coordination for driver communications, employee engagement activities, time and attendance administration, safety and compliance processes, recruiting and onboarding support, equipment tracking, and general department administration.

The Transportation Coordinator plays a key role in keeping transportation operations running smoothly by ensuring information is organized, tasks are completed on time, follow-up items are tracked, and drivers and leaders have the support they need to succeed. The ideal candidate thrives in a fast-paced environment, can effectively manage multiple priorities and interruptions, communicates professionally with employees at all levels, and brings a strong sense of urgency and accountability to their work.

Who We Are:

Charlie's Produce is the largest privately owned produce wholesaler on the West Coast. We are passionate about produce, our people, and pride ourselves on delivering prompt service, quality products, and customer satisfaction. The secret to our success in this industry is PEOPLE! We strive to hire the best and reward them with a working environment that fosters loyalty, stability, innovation, and growth. Charlie’s was founded in quality, and we are looking for like-minded individuals to help further our goal of enhancing our communities through quality produce.

What We Offer:

• An amazing company culture!
• Medical/Dental/Vision coverage on the first of the month following hire.
• ESOP (Profit Sharing) and 401(k).
• Paid vacations, sick time, and holidays.
• Pre-tax commuter benefits, and onsite parking.
• 100% Prepaid College Tuition for employees and their dependents.
• Employee assistance program (EAP).

Additional Details:

• Tentative Work Schedule: Monday-Friday with start time between 7am-8am
• $25.00/hour starting rate
• Potential 90-day performance-based raise
• Yearly review with possibility of increase based on performance and tenure

Job Description

Driver Meetings/Employee Engagement

• Coordinate driver meetings, safety meetings, recognition programs, and employee engagement activities.
• Maintain communication boards and publish department announcements.
• Gather and coordinate supplies, materials, and resources needed for meetings and engagement activities.
• Support initiatives that promote employee engagement, recognition, and positive team culture.

Time & Attendance Administration

• Receive, track, and organize employee time-off requests.
• Maintain department vacation schedules and time-off calendars.
• Track attendance-related events, including call-outs, absences, tardiness, and attendance trends.
• Communicate attendance and scheduling information with transportation leadership as needed.
• Maintain accurate attendance records and supporting documentation.

Safety/Compliance Coordination

• Review, categorize, and organize Samsara safety videos and event notifications.
• Validate safety events and identify items requiring leadership review, corrective action, or driver coaching.
• Assign, track, and follow up on driver coaching activities and completion requirements.
• Monitor, collect, and maintain routine safety documentation and compliance records.
• Track open safety and compliance action items and ensure timely follow-up.
• Support transportation leadership in maintaining compliance with company, DOT, and regulatory requirements.

Equipment & Supply Inventory Support

• Assist with tracking fleet equipment status, out-of-service equipment, and equipment availability.
• Maintain hand truck inventory and other transportation equipment inventories.
• Track equipment assignments, damaged equipment reports, and missing equipment.
• Order, replenish, receive, and distribute driver supplies and departmental materials.
• Monitor inventory levels and communicate replenishment needs.
• Coordinate driver uniform orders and personal protective equipment (PPE) requests and distribution.

Driver Recruiting & Onboarding Support

• Schedule and coordinate driver road tests.
• Maintain road test documentation, records, and supporting paperwork.
• Track completion of onboarding activities and training milestones.
• Partner with Human Resources to support hiring and onboarding initiatives.

Transportation Office Administration

• Review transportation-related requests and route inquiries to the appropriate individual or department.
• Coordinate communication and information flow within the department and across other departments.
• Prepare, update, and distribute routine department communications, updates, and announcements.
• Maintain open issue logs, project trackers, action item lists, and follow-up records.
• Document meeting notes, recurring discussion topics, decisions, and key action items.
• Assist leadership with special projects, reporting, administrative tasks, and department initiatives.
• Support continuous improvement efforts by identifying opportunities to improve organization, communication, and administrative processes.

Qualifications

• High school diploma or GED required.
• Three (3) or more years of experience in a transportation or logistics administrative or other support role.
• Three (3) or more years of Microsoft 365 experience, including Excel, Outlook, Teams, PowerPoint, Word, SharePoint, and related productivity tools.
• Demonstrated proficiency with Microsoft Excel, including sorting, filtering, reporting, data organization, and spreadsheet maintenance.
• Experience coordinating multiple priorities, projects, schedules, and deadlines in a fast-paced environment.
• Strong organizational, time management, and administrative coordination skills.
• Excellent written, verbal, and interpersonal communication skills with the ability to communicate professionally with drivers, managers, customers, and cross-functional partners.
• Proven ability to prioritize work effectively, adapt to changing priorities, and maintain accuracy despite frequent interruptions and distractions.
• Strong attention to detail with the ability to track, monitor, and follow through on multiple tasks simultaneously.
• Demonstrated ability to work independently while exercising sound judgment and discretion.
• Experience maintaining confidential employee information and business records.
• Ability to identify issues, escalate concerns appropriately, and proactively follow up until resolution.
• Strong customer service mindset with a collaborative and team-oriented approach.
• Experience supporting transportation safety, DOT compliance activities, driver onboarding, fleet administration, or transportation operations preferred.
• Experience working with transportation technologies such as Samsara, route management systems, timekeeping systems, fleet management software, or similar platforms strongly preferred.
• Bilingual skills (English/Spanish) are a plus.

Key Competencies

• Organization and Planning
• Communication and Relationship Building
• Accountability and Follow-Through
• Attention to Detail
• Time Management
• Multi-Tasking and Prioritization
• Problem Solving
• Sense of Urgency
• Administrative Excellence
• Teamwork and Collaboration
• Adaptability and Flexibility
• Confidentiality and Professionalism

This position is ideal for a highly organized administrative professional who enjoys supporting transportation activities from behind the scenes, ensuring drivers and leaders have the resources, information, and support necessary to deliver exceptional service to our customers every day.

Additional Information

All your information will be kept confidential according to EEO guidelines.

This is a safety-sensitive position.

This employer participates in E-Verify and will provide the Social Security Administration and if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization.

We do not provide H1-B sponsorships at this time.

Please note that the pay range provided is a good faith estimate for the position at the time of posting. Actual compensation will be dependent on factors, including but not limited to, the individual’s qualifications, experience, knowledge, skills, and abilities as well as physical work location within the state.

For additional protected privacy information please visit: Privacy Policy | Charlie's Produce (charliesproduce.com)

Charlie's Produce is an Equal Opportunity Employer

Visit our Employment Page for more details or to view our privacy center: https://www.charliesproduce.com/careers/

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