Operations Coordinator

Willmar Lakes Area Chamber of Commerce; Willmar (MN); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Competitive pay based on experience

Paid time off and holidays

Retirement plan

On-the-job training and growth

Job summary

Woody's Trucking, Inc. is seeking an Operations Coordinator to support office and dispatch teams in a fast-paced environment. You will greet customers, answer phones, manage driver paperwork, payroll and invoicing, and coordinate communications with customers and drivers.

The ideal candidate is organized, detail-oriented, and a reliable team player who can also work independently. Knowledge of trucking operations and software will help you succeed in this role.

Qualifications

• High school diploma or equivalent required.
• Office/administrative or transportation experience preferred.
• Strong computer skills, including Microsoft Office.
• Experience with QuickBooks is preferred or willingness to learn.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Ability to work independently while contributing as part of a team.

Responsibilities

• Greet visitors and serve as first point of contact in a welcoming front office.
• Answer and direct incoming phone calls professionally.
• Assist Office Manager with daily administrative tasks and payroll processing.
• Prepare driver paperwork and pay sheets; assist with invoicing and IFTA reporting.
• Maintain accurate records and organize office files.
• Coordinate driver and customer communications to support daily operations.
• Utilize dispatch software to prepare invoices and report charges.
• Support dispatch team with load information, scheduling, and driver communications.

Skills

Multitasking

Organizational skills

Verbal and written communication

Teamwork and independence

Attention to detail

Professionalism

Education

High school diploma or equivalent

Tools

Microsoft Office (Word, Excel, Outlook)

QuickBooks

Job description

Operations Coordinator Job Description

Position Summary

Woody's Trucking is seeking a dependable, organized, and detail-oriented Operations Coordinator to support both the office and dispatch departments. This position serves as the first point of contact for customers, drivers, vendors, and visitors, creating a welcoming and professional front office environment. The Operations Coordinator is responsible for greeting visitors, answering phones, assisting customers, maintaining accurate records, supporting payroll and invoicing, coordinating driver and customer communications, and helping ensure the daily operations of the office run efficiently. The ideal candidate is a team player who enjoys a fast-paced environment and is willing to learn all aspects of the transportation industry.

Office Operations

• Serve as the first point of contact for customers, drivers, vendors, and visitors by providing a friendly, professional, and welcoming front office experience.
• Greet and assist walk-in customers and visitors.
• Answer and direct incoming phone calls professionally.
• Assist the Office Manager with daily administrative and operational tasks.
• Prepare and organize driver paperwork.
• Prepare driver pay sheets and assist with payroll processing.
• Complete and maintain IFTA reporting information.
• Reconcile fuel statements for accuracy.
• Monitor trailer storage and verify storage charges.
• Prepare and process customer invoices using dispatch software
• Report customer detention and other accessorial charges.
• Maintain organized files and office records.
• Keep the office clean, organized, and professional.
• Perform additional administrative duties as assigned.

Dispatch Support

• Assist the Dispatch Team with day-to-day operations.
• Organize customer load information.
• Schedule customer delivery appointments.
• Complete customer load reporting, including arrival/departure times, lumper fees, detention, and other accessorial charges.
• Prepare load information sheets for drivers.
• Conduct daily check calls with drivers.
• Assist drivers with routes and directions to help ensure on-time deliveries.
• Email customers with shipment updates.
• Organize and maintain driver files and documentation.
• Learn and utilize transportation software, including:
• ORBCOMM & TracKing trailer tracking systems
• Platform Science - Electronic Logging Device (ELD) software
• Monitor trailer tracking and storage locations.
• Perform additional dispatch-related duties as assigned.

Qualifications

• High school diploma or equivalent required.
• Previous office, administrative, customer service, or transportation experience preferred.
• Strong computer skills, including Microsoft Office (Word, Excel, Outlook).
• Experience with QuickBooks is preferred or willingness to learn.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Ability to multitask and prioritize work in a fast-paced environment.
• Ability to work independently while contributing as part of a team.
• Positive attitude, professionalism, and strong work ethic.

Preferred Skills

• Knowledge of trucking or logistics operations.
• Experience with payroll processing.
• Familiarity with transportation management software, ELD systems, or trailer tracking software.
• Basic accounting or bookkeeping experience.

Physical Requirements

• Ability to sit for extended periods while working at a computer.
• Occasionally lift or move up to 25 pounds.
• Ability to perform routine office tasks, including filing and organizing records.

Benefits

• Competitive pay based on experience
• Paid time off and holidays
• Retirement plan
• Supportive, family-oriented work environment
• On-the-job training and opportunities for professional growth
• Stable, long-term career with a respected transportation company

Woody's Trucking, Inc. is committed to providing a professional, team-oriented workplace where employees are valued and encouraged to grow.