Overview

Office Coordinator Jobs in Odessa at I AM Trucking, LLC

Job Overview
We are seeking a dynamic and highly organized Office Coordinator to join our team! In this vital role, you will serve as the backbone of our office operations, ensuring smooth daily functions and fostering a productive environment. Your energetic approach will help streamline administrative processes, manage schedules, coordinate vendor relationships, and support team members across various departments. This position offers an exciting opportunity to showcase your multitasking skills, enhance office efficiency, and contribute to a positive workplace culture.

Duties

  • Oversee daily office operations, including front desk management and multi-line phone systems to ensure seamless communication.
  • Manage calendars, schedule appointments, meetings, and events with precision, ensuring all logistical details are handled efficiently.
  • Coordinate vendor relationships by managing contracts, processing invoices through QuickBooks, and ensuring timely deliveries of supplies and services.
  • Support human resources functions such as onboarding new staff, maintaining personnel records, and assisting with training & development initiatives.
  • Handle bookkeeping and payroll tasks with accuracy, including filing financial documents and maintaining budget records.
  • Organize and maintain filing systems—both digital and physical—to ensure easy retrieval of important documents.
  • Assist with medical office management duties when applicable, including appointment scheduling and patient record organization.Position Summary

The Office Coordinator is a full-time, hourly position based in I AM Trucking’s Odessa office. This role exists to provide dedicated administrative and compliance support to the Operations Manager and Safety Manager so they can spend more time leading drivers in the field and less time at a keyboard.

The successful candidate will own the day-to-day administrative flow of the Odessa office — DOT inspection paperwork, training documentation, driver onboarding materials, HR coordination, supply management, and front-of-house operations. This is a high-trust, high-visibility role that touches every department and customer-facing function in Odessa.

Reports To: Edson Lopez, Operations Manager

Dotted Line: Becca Williams, Safety Manager (compliance work)

Functional Partner: Anai Perez, HR/Billing — San Antonio (HR processes)

Schedule: Monday–Friday, 8:00 AM – 5:00 PM (typical)

Key Responsibilities

Safety & Compliance Support (Primary) — Working under the dotted-line direction of the Safety Manager:

  • Collect, organize, and file DOT inspection paperwork for company trucks, trailers, and owner-operator equipment.
  • Follow up with drivers on missing or incomplete inspections; escalate persistent gaps to the Safety Manager.
  • Ensure inspection documents are placed in truck binders and routed to Vanessa Lopez (AP/AR) and Pete as required.
  • Scan, upload, and file all post-orientation safety training documentation to the SharePoint file share.
  • Update individual driver safety files as new training, certifications, or records are completed.
  • Maintain Ryder training worksheets and ensure completed records are filed correctly.
  • Prepare orientation folders and copy training materials in advance of each new driver onboarding.
  • Support drivers with BOLs, trailer paperwork during equipment changes, and routine document needs.

HR & Operations Administrative Support — Working under the direction of the Operations Manager and in coordination with HR (San Antonio):

  • Process and file employee time-off request forms.
  • Collect, log, and submit employee receipts for reimbursable expenses.
  • Send online applications and Culture Index assessments to potential new hires; track completion.
  • Schedule new driver orientations between the Odessa office, the new employee, and the San Antonio office.
  • Schedule new driver training sessions between dispatch and operations.
  • Coordinate with HR (San Antonio) on driver qualification file completeness and updates.

Shop & Maintenance Support — Supporting (not owning) the Fleet Maintenance Manager:

  • Add scheduled maintenance jobs to the shop board so mechanics can sequence work.
  • Track and schedule preventive maintenance (PMs) on trucks and trailers per the Fleet Maintenance Manager’s direction.
  • Send calendar invites and reminders for scheduled shop work.
  • Support parts ordering follow-up and receipts as requested.

Office Management & Front-of-House:

  • Order, receive, and maintain inventory of office supplies.
  • Maintain a clean, organized, and presentable office environment.
  • Prepare the conference room for meetings — set up materials, refreshments, and cleanup afterward.
  • Greet visitors, accept deliveries, and route inbound calls and walk-ins as appropriate.
  • Coordinate occasional food pickup, catering, or office errands as directed.
  • Manage incoming and outgoing mail, FedEx, and UPS shipments.

Required Qualifications

  • High school diploma or GED.
  • Two (2) to four (4) years of administrative, office, or clerical experience.
  • Valid Texas Driver’s License with a clean Motor Vehicle Record (MVR).
  • Proficiency in Microsoft Office (Outlook, Word, Excel) and comfort learning new software.
  • Strong attention to detail with the ability to manage multiple competing priorities.
  • Professional written and verbal communication skills.
  • Ability to work independently with minimal supervision while supporting multiple managers.
  • Demonstrated discretion when handling confidential employee, driver, and company information.

Preferred Qualifications

  • Bilingual English / Spanish.
  • Prior experience in trucking, oilfield services, or a regulated industry (DOT, OSHA, FMCSA exposure).
  • Familiarity with SharePoint, JJ Keller, Motive, or comparable fleet/safety platforms.
  • Prior experience supporting safety, HR, or operations functions.
  • Notary Public commission (or willingness to obtain at company expense).

Key Competencies

  • Detail Orientation — DOT and compliance paperwork must be complete, accurate, and on time. Errors here have legal consequences.
  • Initiative — Identifies what needs to be done without waiting to be told; follows up persistently on outstanding items.
  • Discretion — Handles confidential personnel, driver, and company matters with absolute professionalism.
  • Service Orientation — Treats every driver, manager, customer, and visitor as a priority.
  • Adaptability — Comfortable shifting between paperwork, phones, drivers, and vendors throughout the day.

Physical Requirements & Work Environment

  • Primarily office-based with occasional movement throughout the Odessa yard and shop.
  • Must be able to sit, stand, walk, and use a computer for extended periods.
  • Must be able to lift up to 25 pounds occasionally (boxes of supplies, file storage, orientation materials).
  • Must be willing to drive locally for errands using a personal or company-provided vehicle.
  • Exposure to a working trucking yard environment, including outdoor weather conditions during yard visits.

30 / 60 / 90-Day Onboarding Plan

First 30 Days — Learn:

  • Complete I AM Trucking new-hire orientation, including safety, IT, and HR onboarding.
  • Shadow Edson Lopez to learn day-to-day office flow, key personnel, and customer accounts.
  • Shadow Becca Williams to learn the safety/compliance paperwork cycle, DOT inspection process, and SharePoint file structure.
  • Meet with Anai Perez (San Antonio) to align on HR processes, application sends, and orientation scheduling.
  • Take ownership of office supply ordering, conference room prep, mail/shipping, and front-of-house duties.
  • Begin handling time-off forms, receipts, and routine HR admin under Edson’s direction.

Days 31–60 — Take Ownership:

  • Independently manage DOT inspection paperwork: collect, file, route to Vanessa and Pete, follow up on gaps.
  • Independently manage post-orientation safety training documentation, scanning, uploading, and filing.
  • Independently schedule new-hire orientations and driver training sessions across offices.
  • Begin supporting the Fleet Maintenance Manager with shop board updates and PM scheduling data entry.
  • Establish weekly check-in cadence with Edson (operations) and Becca (compliance).

Days 61–90 — Optimize:

  • Identify and propose process improvements (filing systems, recurring paperwork bottlenecks, supply ordering cadence).
  • Demonstrate consistent ownership of all duties listed in this job description with minimal supervision.
  • Complete first formal performance review with the Operations Manager.
  • Establish steady-state weekly rhythm for compliance follow-up, HR coordination, and office management.

Compensation & Benefits

  • Hourly pay range: $20.00 – $22.00 per hour, commensurate with experience.
  • Eligible for company benefits package per employee handbook (health, vacation, holidays).
  • Annual performance review with merit-based pay adjustments.
  • Mileage reimbursement for company errands when using a personal vehicle.
  • Professional development support including notary commission and relevant training.

This job description outlines the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. I AM Trucking, LLC reserves the right to modify, add, or remove duties as business needs require.

  • Provide exceptional administrative support by preparing reports, managing correspondence, and maintaining a professional front desk presence with excellent phone etiquette.
  • Supervise administrative staff or interns when necessary, fostering a collaborative team environment focused on continuous improvement.

Experience

  • Proven experience in office management or administrative roles within a professional environment.
  • Demonstrated supervisory experience leading teams or managing projects effectively.
  • Familiarity with QuickBooks or similar accounting software for bookkeeping and budgeting tasks.
  • Strong organizational skills with the ability to prioritize tasks efficiently in a fast-paced setting.
  • Experience in event planning or coordinating meetings and company functions.
  • Knowledge of human resources procedures including onboarding, training, and payroll processing.
  • Excellent communication skills—both verbal and written—to interact professionally with staff, vendors, clients, and visitors.
  • Prior experience in medical office management or healthcare settings is a plus but not required. Join us as an Office Coordinator to bring energy, organization, and professionalism to our vibrant workplace! Your proactive attitude will help create an efficient environment where everyone can thrive while supporting essential business functions every day.

Pay: $20.00 – $22.00 per hour

Experience:

  • Data entry: 2 years (Required)

Ability to Commute:

  • Odessa, TX 79760 (Required)

Work Location: In person

Title: Office Coordinator

Company: I AM Trucking, LLC

Location: Odessa

 

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