Workplace & Executive Support Coordinator

OTR Solutions is an innovator in the transportation industry providing a suite of factoring, fuel, and business management focused solutions to trucking companies and freight brokerages. As a Private Equity backed FinTech company, we are continuing to grow our best-in-class organization.

OTR has been recognized as a "Top Workplace" by the Atlanta Journal-Constitution since 2016!

About the Workplace & Executive Support Coordinator Role

We are looking for someone special to sit in one of the most important pieces of real estate at OTR Solutions: our front desk.

This person will be the first face our visitors, candidates, clients, vendors, and employees see when they walk through the door. We want that first impression to feel like OTR: warm, confident, professional, energetic, and genuinely happy to have them here.

We are looking for someone who talks with a smile. Someone who remembers names, notices when a guest needs help, and takes pride in making every person who enters our office feel welcomed and taken care of.

Our front desk is at the center of the hustle and bustle of OTR, so we need a great communicator and a true do-er. This person should be organized, dependable, resourceful, and always willing to roll up their sleeves and help wherever needed.

The right person will understand that this role is about much more than answering phones or greeting visitors. It is about creating an exceptional guest experience, supporting our executive team, helping the office run smoothly, and contributing to the culture and energy that make OTR Solutions such a great place to work.

Key Responsibilities:

Front Desk & Guest Experience

• Serve as the primary point of contact for visitors, candidates, clients, and vendors
• Create a welcoming, professional, and memorable first impression of OTR Solutions
• Greet guests, offer assistance, and ensure they are connected with the appropriate employee or department
• Manage incoming calls and emails with professionalism and urgency
• Maintain a clean, organized, and presentation-ready reception area at all times

Executive & Administrative Support

• Provide administrative support to members of the executive leadership team
• Assist with meeting coordination, scheduling, travel logistics, and special projects as needed
• Prepare documents, presentations, reports, and correspondence using Microsoft Office
• Handle confidential and sensitive information with discretion and professionalism
• Support leadership initiatives and company-wide projects as assigned

Office Operations

• Manage incoming and outgoing mail, packages, certified mail, and P.O. Box pickups
• Maintain office supply inventories and coordinate ordering as needed
• Support office facilities, including conference rooms, coffee stations, kitchens, and common areas
• Partner with vendors to ensure office services and amenities are functioning properly
• Assist with employee onboarding logistics, office setup, and workplace readiness

Employee Experience & Events

• Assist with company meetings, employee events, celebrations, and workplace initiatives
• Coordinate conference room setup and event logistics
• Support culture-building activities that enhance the employee experience
• Help foster a welcoming and positive office environment for employees and guests

What We're Looking For:

• Bachelor's degree preferred
• 2+ years of experience in hospitality, office administration, executive support, reception, or a customer-facing professional environment
• Exceptional verbal and written communication skills
• Professional presence and polished demeanor
• Strong organizational skills with the ability to manage multiple priorities
• Ability to anticipate needs and proactively solve problems
• High level of discretion and confidentiality
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint
• Strong attention to detail and follow-through
• Positive, service-oriented attitude with a genuine desire to help others

The Ideal Candidate

You are the first person people meet when they walk through our doors and a trusted resource for employees throughout the organization.

You take pride in creating positive experiences, maintaining a professional environment, anticipating needs before they arise, and ensuring every visitor and employee interaction reflects OTR's culture and values.

Perks and Benefits:

OTR provides a competitive, comprehensive compensation package for our full-time employees:

• Eligibility for Individual and Company bonus programs
• Medical, Dental, Vision, Life/ AD&D Insurance, Short-Term Disability
• Pet Insurance, Paid Family Leave, Employee Assistance Program
• Fully Paid Maternity Leave
• 401(k) with Company Matching
• Generous PTO, Sick/Mental Health Days, Flex Holidays + Company Paid Holidays
• Travel Stipend to support Work Life Balance
• Leadership Development and Training
• Continuous Learning + Professional enhancements
• Weekly Catered Lunches + Casual Dress Code
• Company Paid Fitness Membership
• Volunteer Days and Opportunities with Company-Partnered Charities
• Internal Inclusion programs

OTR's mission is to create exceptional value for our clients by providing industry leading financing and back-office solutions. Three pillars that are crucial to supporting that mission are outstanding customer service, technology that creates efficiency for ourselves and our customers, and a culture that provides the opportunity for employees to achieve greatness.

OTR Solutions is an Equal Opportunity Employer