Office Administrator and Scheduling Coordinator

WeDriveU; City of White Plains (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

WeDriveU is seeking an Office Administrator and Scheduling Coordinator to support para transit operations in White Plains. You will manage driver schedules, track attendance, and produce workforce reports to ensure staffing aligns with service needs.

The role requires strong organizational skills, effective communication, and proficiency with scheduling software and Google/Microsoft Office tools. DOT/ADA knowledge is preferred, with opportunities for growth within the team.

Qualifications

• High school diploma or equivalent required.
• Strong attention to detail and organizational skills.
• Effective communication and customer service abilities.
• Ability to work with data, reports and operational metrics.
• Proficiency with Google Suite, Microsoft Office and scheduling/dispatch software.
• Ability to manage multiple priorities in a fast-paced environment.
• Knowledge of DOT, ADA and para transit operations is preferred.

Responsibilities

• Build and maintain driver schedules reflecting service needs and priorities.
• Monitor staffing and adjust schedules for call outs or changes in service.
• Track attendance, leave requests and ensure documentation is current.
• Produce workforce reports including driver hours and forecasts.
• Maintain driver files, certifications and training records.
• Support onboarding by coordinating schedules and training hours.
• Collaborate with dispatch to manage real-time staffing needs.
• Communicate schedule updates to drivers and stakeholders.
• Assist with audits and compliance reviews as needed.

Skills

Attention to detail

Organization

Communication

Data & reporting

Google Suite

Microsoft Office

Education

High school diploma or equivalent

Tools

Scheduling software

Google Workspace

Job description

WeDriveU is seeking a highly organized and detail-driven Office Administrator and Scheduling Coordinator to support daily para transit operations in the White Plains region. This role manages all scheduling activity, produces workforce reports, maintains driver hour accuracy and supports the site with administrative leadership. The position plays a key role in staffing alignment, planning, attendance tracking and communication across the location. It ensures the operation has the right people in the right place at the right time while maintaining strong documentation and compliance.

Key Responsibilities

• Build and maintain weekly and daily driver schedules that reflect service needs, route requirements and operational priorities
• Monitor live staffing conditions and adjust schedules proactively to cover call outs, gaps or changes in service
• Track attendance, sick leave, vacation requests and ensure all documentation is accurate and current
• Produce daily, weekly and monthly workforce reports including driver hours, overtime exposure, attendance trends and staffing forecasts
• Review driver working hours for accuracy and compliance with DOT, contractual and internal requirements
• Maintain accurate driver files, certifications, renewals and training records
• Support onboarding activities by coordinating schedules, gathering documents and tracking completion of training hours
• Partner with dispatch and operations leadership to manage real time staffing needs and operational adjustments
• Respond to schedule conflicts, shortages or issues that impact service delivery
• Coordinate communication with drivers regarding updates, schedules, notices and operational information
• Create and maintain trackers, templates and dashboards that improve visibility into site performance
• Support the General Manager with operational reporting, planning and daily oversight
• Assist with routine audits and compliance reviews tied to DOT, ADA and internal policies
• Serve as the administrative lead for the site by managing documents, organizing files and supporting procurement
• Promote a strong safety culture and ensure adherence to all company policies and procedures
• May occasionally be required to perform Dispatch duties as needed.

Qualifications

• High school diploma or equivalent required
• Strong attention to detail, organization and follow through
• Effective communication and customer service skills
• Ability to work with data, reports and operational metrics
• Proficiency with Google Suite, Microsoft Office and scheduling or dispatch software
• Ability to manage multiple priorities in a fast paced environment
• Knowledge of DOT, ADA and para transit operations is preferred

Preferred Skills

• Experience with scheduling, workforce planning or operations coordination
• Understanding of safety standards and regulatory requirements
• Ability to support onboarding, training and administrative processes
• Commercial Driver's License Class B with passenger endorsement is a plus

About WeDriveU

WeDriveU powers mobility for organizations across the United States, operating para transit, fixed route shuttles, microtransit and other passenger services that connect people to work, school, health care and community. Our culture is safety first and people first. We invest in training, recognize performance and promote from within. We offer competitive pay and benefits that typically include medical, dental, vision, 401 k, paid time off and other programs. Benefits and eligibility may vary by role and location.

EEO and Accommodations

WeDriveU is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status or any other protected status. If you need a reasonable accommodation for any part of the hiring process, please let us know.