Operations Coordinator

Essential Duties and Responsibilities:

• Monitor dispatch boards to ensure route coverage, completed driver check-ins, and on-time delivery of healthcare shipments, including STAT and temperature-sensitive deliveries, within required delivery windows.
• Coordinate route assignments and changes, communicate updates promptly to Dispatch and Independent Contractors (ICs), and reconcile route sheets with shipment paperwork to identify and resolve discrepancies.
• Provide real-time support to ICs during active deliveries, troubleshoot service issues, and arrange backup STAT coverage as needed to maintain service continuity.
• Address and escalate delivery delays, service interruptions, missing freight, client concerns, and compliance issues promptly to management, clients, and other appropriate stakeholders.
• Reroute or personally execute deliveries as needed to address emergencies or critical service escalations.
• Receive, unpack, and inspect incoming shipments for accuracy, completeness, and damage.
• Pick and pack orders accurately and efficiently according to shipment requirements.
• Review inventory regularly to ensure stored assets are organized, accurately accounted for, and free from defects or damage.
• Inspect and document vehicle compliance with healthcare-specific requirements, including insulation, refrigeration, and required safety equipment.
• Verify IC compliance with HIPAA guidelines, PPE requirements, uniform and visible identification standards, and other customer-specific protocols.
• Conduct cold chain compliance checks and document conditions for temperature-controlled shipments.
• Maintain accurate chain-of-custody records, delivery confirmations, and required compliance documentation to support customer requirements and audit readiness.
• Complete and submit daily client-specific service reports and compliance logs, and prepare route performance and exception reports as directed.
• Assist with sourcing and onboarding new ICs, ensuring required documentation is complete, current, and compliant with healthcare customer requirements.
• Maintain and track required IC documentation, including insurance, licenses, and background checks.
• Follow company procedures, safety guidelines, and applicable regulatory and customer requirements.
• Maintain a clean, safe, and organized work area in accordance with company and regulatory standards.
• Perform other duties as assigned.

Qualifications - Knowledge, Skills, and Abilities:

• Familiarity with healthcare logistics practices, including HIPAA compliance, cold chain requirements, proper handling of medical specimens, and time-critical deliveries.
• Ability to understand and follow software applications, scanning procedures, and related operational processes.
• Strong attention to detail and ability to communicate clearly and effectively with drivers, customers, and healthcare clients.
• Ability to exercise independent judgment to plan, prioritize, and organize competing tasks and deadline-driven responsibilities.
• Proactive, resourceful, and able to work effectively in a fast-paced, time-sensitive healthcare delivery environment.
• Ability to develop and maintain meaningful business relationships with customers.
• Basic proficiency with Microsoft Office applications, including Outlook, Excel, and Word.
• Must maintain a valid driver's license and a clean, functional vehicle.
• Ability to read small print.
• Ability to lift and move up to 75 pounds on occasion.
• Ability to work overtime as needed.

Qualifications - Experience, Education, Certificates, and Licenses:

• College Degree preferred OR High School Diploma/GED with equivalent relevant experience.
• Certifications such as Bloodborne Pathogens Training, HAZMAT Transportation, or Temperature-Controlled Packaging are a plus.
• Previous experience in healthcare logistics, courier services, or supply chain support preferred.
• Six Sigma Green Belt Certification preferred.