Operations Specialist / Administrative Assistant
hace 1 día
Parsippany
Job DescriptionBenefits: • 401(k) We are specialized student transportation company providing safe, reliable, and compassionate service to children and families across New Jersey. Operating a small fleet of vehicles and serving multiple school districts, we pride ourselves on professionalism, compliance, and care. We are seeking a high-energy, Type-A, detail-oriented and highly organized Operations Specialist to support day-to-day operations, compliance, and administrative processes. This role is ideal for someone who thrives in a fast-paced environment, enjoys problem-solving, and wants to make a meaningful impact in a mission-driven business. Must have entrepreneurial energy and take ownership and initiative; should not have to be told what to do. Must be able to solve problems and partner with management and staff to ensure seamless operations. Responsibilities Administrative & Compliance Support • Flag and track deadlines for contracts, licenses, and renewals (MVC, DOE, district contracts)., • Maintain accurate driver and aide rosters for state and district reporting., • Organize and maintain employee files (electronic via OneDrive + physical hardcopies)., • Sort and filter incoming mail/email to prioritize urgent or high-value items., • Other tasks as directed by ownership, • Assisting in preparing documents for inspections, payroll, biweekly ownership walkthrough of fleetOnboarding & HR Support, • Support new hire onboarding: send ADP setup links, collect applications, track fingerprint/TB test results, and archive compliance records., • Update and maintain employee information in company databases and ADP., • Prepare training and compliance documents for staff as directedPayroll & Invoicing, • Compile and organize employee work data for payroll processing., • Maintain student attendance records and track route days to assist in invoice creation., • Ensure timely vehicle and compliance-related payments are scheduled and documented.Operations & Scheduling, • Maintain updated route sheets as directed by owner when student or stop changes occur., • Manage and update a CSV file/database of all routes, stops, and driver assignments., • Keep accurate calendars of all school schedules, early dismissals, and closures., • Support preparation of monthly attendance reports and district billing packets.Qualifications, • 2+ years of experience in administration, operations, or office management (transportation, healthcare, education, or compliance-related fields preferred)., • Bachelor's Degree Not, but some formal training in a trade-school for business administration or prior experience working operations in a transportation company or other fast-paced service oriented industry would be acceptable., • Real-World Experience a Plus!, • Ambitious, High Energy, Type A, Problem Solver, • Strong organizational skills with attention to detail., • Comfort with technology: Microsoft Office/Excel, OneDrive, ADP (or similar HR/payroll systems)., • Ability to handle sensitive employee and student information confidentially., • Excellent communication skills (written and verbal)., • Problem-solver with the ability to prioritize and adapt in a fast-moving environment., • CDL or ability to get CDL class C PS endorsements within 3 months of hire (for emergencies only)Compensation & Benefits, • Paid time off and holidays., • Growth opportunities as the company expands into new school districts and counties.