Operations Specialist (Transportation)

Operations Specialist provides administrative, technical, and data support to transportation operations teams. They handle system data entry, reporting, compliance tracking, document management, and cross-functional communication. The Transportation Operations Specialist ensures smooth, efficient, and coordinated business operations by managing processes, analyzing workflows, and supporting management decisions.

Manage internal and external operational tasks, including communication with customers, external vendors, and management. In addition, this individual will coach and lead staff to improve service, safety and productivity in support of company objectives. This individual works directly with the Transportation Manager for all daily operations to ensure cohesive operations and achievement of organizational goals.

Identifies inefficiencies and recommend process improvements. Works between internal teams, external vendors, and customers to resolve logistical issues. Responsibilities Oversee the daily operations of the Transportation Motor Pool, clerical staff, and fleet dispatchers. Oversee dispatcher activities and assignments, including, but not limited to daily vendor pickup, customer vehicle pick up, special requests, or any other activities involving maintenance and dispatching of GSA fleet vehicles.

Coach and provide feedback to staff on how to improve performance, provide clean reporting data for departmental and company-wide performance reporting. Prepares GSA monthly billing report for submittal to the government for payment as well as fleet mileage reports. Prepares and processes all reports and OPORDS regarding fleet vehicles that are requested by the government. Processes all incoming and outgoing GSA replacement vehicles.

Handle all incoming calls and ensure timely responses to customers, vendors, etc., communicating any issues to Transportation Manager as needed. Represent company and department professionally and effectively with internal and external stakeholders, maintaining positive relations with Staff, customers, and internal partners. Develop and maintain a working knowledge of key department systems and reporting, including Dispatching, Maintenance, GSA vehicle fleet and Eye Reaction testing.

Responsible for influencing positive associate morale and quality customer service, Address concerns as they arise and report issues to Transportation Manager. Responsible for all statistical reporting required for management review, maintaining records of fuel usage and mileage for each vehicle in order to prepare invoices for billing purposes. Work with multiple departments and teams to ensure the fleet is operating efficiently.

Prepares, tracks and provides data for VAM/VURB reporting. Work directly with Transportation Manager to coordinate the most efficient day to day requirements,  tracks and inputs data for the Federal Automotive Statistical Tool (FAST) report GSA platform. Work with Transportation Manager and Safety to implement and administer company safety and accident reporting policies and procedures to reduce injuries, near-misses, and equipment damage.

Issues and tracks all expired and new issue GSA license plates for all vehicles, Processes all reports and forms for vehicle modifications. Track equipment usage to maintain proper utilization and timely repairs, Report all equipment repairs and damages to Transportation Manager in a timely manner. Ensure timekeeping records are accurate. Other duties as assigned. Qualifications Education: BA or equivalent.

Knowledge of automated data systems and automated data system input required. Requires a thorough knowledge of an office's work and routine. Must be able to choose among widely varying methods and procedures to process complex transactions; select or devise steps necessary to complete assignments. Experience: Two years’ GSA administrative experience with some knowledge of military operations and schedules.

Must have good oral and written communi