Transportation Administrator

Transportation Administrator - High Volume Distribution Operations Position Summary: The Transportation Administrator is a key operational and administrative role within a high-volume distribution environment. This position is responsible for assisting driver onboarding and training programs, maintaining transportation records and regulatory compliance documentation, overseeing the accident and injury register, supporting leadership with data-driven presentations for national reporting, and providing dispatch coverage as needed. The ideal candidate is highly organized, process-oriented, and capable of managing multiple priorities while supporting a large team of drivers and transportation staff. What you’ll do: Administrative Operations & Recordkeeping Maintain and organize all transportation department records including driver files, compliance documents, incident reports, and correspondence Manage driver qualification files (DQFs) to ensure completeness and ongoing compliance with DOT and FMCSA requirements Prepare, distribute, and archive daily, weekly, and monthly operational and performance reports for department leadership Serve as the departmental point of contact for payroll-related inquiries, timecard audits, and attendance recordkeeping for drivers and transportation staff Administer and maintain the Transportation Management System (TMS) and related platforms, ensuring data integrity and up-to-date records Accident Register & Safety Reporting Own and maintain the department's accident and injury register, ensuring all incidents are logged accurately, completely, and in a timely manner Record and track all vehicular accidents, workplace injuries, near-misses, and DOT violations including dates, parties involved, descriptions, outcomes, and corrective actions taken Coordinate with drivers, supervisors, and the Safety team to gather complete incident documentation including police reports, photos, witness statements, and insurance correspondence Monitor open incidents through resolution, tracking claim status, return-to-work timelines, and violation remediation progress Generate regular accident and injury summary reports and trend analyses to support data-driven decision making by department leadership Assist in the preparation and ongoing updates of PowerPoint presentations covering accidents, injuries, and DOT violations for leadership to present to the national team Ensure presentation data is current, visually clear, and accurately reflects trends, root causes, and corrective actions — updating slides on a recurring schedule or as incidents occur Coordinate with Safety, Compliance, and Operations to verify accuracy of all data included in national-level reporting decks before distribution Maintain confidentiality of all incident records in accordance with company policy, OSHA recordkeeping requirements, and applicable regulations Driver Onboarding & New Hire Processing Coordinate the full-cycle onboarding process for new drivers and transportation staff, from offer acceptance through first day readiness Set up new driver profiles in the TMS, ELD platform, payroll system, and any other relevant operational software Issue and track uniforms, fuel cards, access badges, mobile devices, and other equipment assigned to new hires Partner with HR to ensure seamless communication and documentation handoff between recruiting and operations teams Monitor completion of onboarding checklists and escalate outstanding items to ensure no driver begins operations without full clearance Conduct new hire orientation sessions covering company policies, safety expectations, reporting procedures, and administrative requirements Training Program Coordination & Development Coordinate and schedule all required driver training including DOT-mandated training, defensive driving, equipment operation, and company policy courses Maintain a training matrix for all transportation staff, tracking completion status, expiration dates, and upcoming…