Operations Coordinator
Sterling, VA 
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Posted 41 months ago
Job Description
Requisition Number16-0110
Post Date2/9/2016
TitleOperations Coordinator
CitySterling
StateVA
DescriptionPURPOSE OF JOB:
To perform support duties for the Operations department by preparing and coordinating appropriate paperwork and duties for the effective and efficient running of the Operations department. Is responsible for arranging various support functions of the Operations department including warehouse activities, dispatching of crews and driver safety and paperwork.


ESSENTIAL JOB FUNCTIONS AND PERFORMANCE STANDARDS:
1. Is responsible for preparing, auditing and processing all necessary driver paperwork for completeness.
Std. 1 All submitted paperwork (driver logs, bill of ladings, accessorial charges, and inventories) are audited for accuracy and completeness
Std. 2 Driver paperwork is submitted to __ in a timely manner
Std. 3 Supervisor is immediately notified of incomplete and/or substandard paperwork
Std. 4 Proper forms and logs are utilized

2. Arranges third party services at origin/destination locations.
Std. 1 Third party log is maintained accurately
Std. 2 Vendor, customer name, reference number and type of service provided is verified with

3. Processes Driver Qualification kits and maintains Driver Qualifications and Vehicle Permit files.
Std. 1 Outlined procedure is followed for the expeditious processing of Driver Qualifications
Std. 2 Permanent records for all driver applicants are maintained appropriately
Std. 3 Each file is organized as detailed in the Graebel Safety department Manual
Std. 4 Results from doctor's physical, road test and written exam is assembled and forwarded to GVL for approval within __ days of consideration of hire

Std. 5 Drivers are current on inspections, physicals, driver's license, and annual review of driving record

4. Coordinates flow of paperwork between Operations, Customer Service, and Accounting departments.
Std. 1 Move paperwork is prepared at least a day in advance, including CSO, Bill of Lading, cube sheet, origin survey report, and maps
Std. 2 Required GVL and military SIT numbers are verified and assigned
Std. 3 Required forms from SIT shipments are accurately and thoroughly completed
Std. 4 Equipment Usage Report is submitted to Accounting on a monthly basis
Std. 5 Move files have proper signatures and correct driver information, and are forwarded to Accounting department within __ days after move completion
Std. 6 Time cards have appropriate number of hours worked and have authorized signatures

5. Assists in monitoring movement of shipments in/out of the warehouse.
Std. 1 Schedules of drivers into warehouse is managed appropriately without scheduling errors
Std. 2 Prepares all warehouse paperwork for storage shipments
Std. 3 Makes drivers copies
Std. 4 SIT report for registered shipments are generated in order to identify destination, delivery date and booking agent for
Std. 5 In-bound shipment report is generated in order to identify warehouse staffing needs
Std. 6 Out-bound shipment report is generated to identify shipments that need to be prepared/pulled for delivery

6. Is responsible for expediting shipments requiring special transportation.
Std. 1 Appropriate and accurate rate quote is obtained
Std. 2 Arranges dates of pick up and transit times
Std. 3 Prepares the B/L, Haz Decs and other paperwork to move shipment
Std. 4 Appropriate parties are notified as to status of shipment
Std. 5 Forwards paperwork to Accounting department

7. Monitors GVL Safety and Driver standards for qualified drivers.
Std. 1 Log files and recording of logs received is maintained accurately
Std. 2 Fuel and mileage recordings are maintained accurately
Std. 3 I/Cs are immediately notified of any non-compliance of DOT, ICC or Graebel requirements as it relates to logs or other safety issues in order for prompt correction
Std. 4 Odometer readings on diesel powered trucks over 7000lbs are obtained on the 1st work day of each month
Std. 5 No utilization of out-of-service drivers or vehicles
8. Oversees each Graebel Inspection Cycle by contacting contractors to assure that all registered vehicles and equipment are inspected and repaired as necessary to meet the inspection deadlines.
Std. 1 100% compliance to each inspection deadline is assured
Std. 2 The lot is toured as often as necessary to determine which equipment is available for inspection/repair
Std. 3 An accurate list of equipment available for inspection/repair is provided to maintenance facilities
Std. 4 Maintenance files of revenue equipment are maintained and communicated to Safety department on a monthly basis

9. Maintains Operation's storage records.
Std. 1 SIT weight is verified before acceptance
Std. 2 Pallet cards and storage lot cards are appropriately completed
Std. 3 SIT authorization numbers are obtained before
Std. 4 SIT paperwork is copied for driver
Std. 5 All original SIT paperwork is filed appropriately
Std. 6 A weekly storage analysis is prepared by noon every Monday for

10. Assists in organizing and preparing all necessary move paperwork for dispatching crews.
Std. 1 All necessary paperwork is prepared one day prior to scheduled service date
Std. 2 Crew and equipment resources are identified for upcoming moves
Std. 3 Crew names and other necessary information is appropriately entered on day sheet
RequirementsDESIRABLE REQUIREMENTS:
Education: Good verbal and written communication skills that can be gained through a high school diploma, GED or equivalent experience

Experience: Previous experience in the moving and storage industry, customer service experience a plus

Licenses/Certifications/Specialized Training:
None

 

Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
High School or Equivalent
Required Experience
Open
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