Admin Assistant

JOB OBJECTIVE: The Travel & Orientation Coordinator is responsible for executing a smooth transition for new employees from previous job to Cowan Systems. Streamlining the onboarding process to ensure the employee has completed all necessary documentation prior to orientation and communicating with the Recruiting and Operations team. The Travel & Orientation Coordinator must act as a positive advocate for Cowan Systems and support the Recruiting, Retention and Operations departments.

Shift:

(Monday, Thurs-Fri 830am-5pm & Tues/Wed 630am-3pm) **Tues/Wed schedule will occur once training is complete

ESSENTIAL JOB FUNCTIONS:

• Manage all onboarding paperwork to completion for each new hire pre-orientation
• Ensure driver’s complete the FMCSA pre-employment Clearinghouse request prior to orientation – helping them register if necessary
• Collect and upload all completed onboarding forms in Tenstreet
• Advise the recruiting team on pre-employment drug screen and DOT physical status prior to orientation
• Assist Senior Travel Coordinator with new hire and incumbent driver travel/lodging needed and requested by operations/recruiting (rental car, uber, train, bus, flight, hotel) and sending travel accommodations to new hire/incumbent driver/staff
• Send DocuSign Travel letters and all travel arrangements to new hires
• Set up the orientation room every week for on-site orientations. Make sure orientation room is stocked with supplies/drinks/etc
• Order Baltimore orientation lunches
• Assist with Baltimore Driver Orientation arrivals & dismissals
• Collaborate with Senior Travel Coordinator and Safety department in planning on-site road tests during orientation
• Dismissal of orientation both days
• Confirm drivers in Baltimore orientation have all outstanding items (offer letter, Paylocity, drug screen/physical) completed – if not, assist driver with completing the needed items prior to the start of class
• Advise recruiting & supporting documents via email of any on-site orientation schedule changes and/or conflicts that occur during orientation
• Record/Track orientation cost – travel, lodging, meals, etc
• Assist Senior Travel Coordinator with Driver Recruiting Expense Report(s)
• Track driver referrals for each orientation week and provide to Driver Payroll Department
• Display a positive attitude in person and on the phone
• Provide excellent communication/service to new hires and supporting departments via phone and email

NOTE: This job description should not be construed to imply that these requirements are the exclusive standards to the position. Incumbents will follow any other instructions and perform any other related duties as may be required by the immediate supervisor.

JOB REQUIREMENTS:

• Organization
• Time Management
• Excellent written and verbal communication skills

EDUCATION, EXPERIENCE AND TRAINING REQUIREMENTS FOR THE JOB:

• Bachelor’s Degree
• 1-3 years of Administrative background preferred
• Microsoft Office Skills (Outlook, Teams, Excel, Word, etc)