Dedicated Driver Operations Senior Coordinator

Company Introduction:

Airspace is a tech-enabled freight forwarder that’s redefining how the world’s most critical packages are delivered. Headquartered in Carlsbad, California, Airspace has employees who are based around the world. Our European headquarters is in Amsterdam, The Netherlands.

As a recognized leader in AI and machine learning, our team leverages data and patented technology to coordinate logistics across a global network of drivers and airlines. Our goal is to deliver those packages that are truly mission-critical in a way that is faster, more transparent, more secure, and more accountable than ever before. The items we deliver range from organs for transplant, to parts for critical machinery including grounded aircraft and highly sensitive components such as semiconductors.

Airspace has been rated one of America’s best Startup Employers and listed as one of CNBC’s Disruptor 50 companies. Airspace has the support of leading investors such as Telstra Ventures, HarbourVest Partners, Defy Partners, DBL Partners, and Scale Ventures. To date the company has raised more than $140m.

The company is growing rapidly and serving more places around the world than ever before. We are looking for passionate, motivated individuals who want to make an IMPACT every day to help us execute on our mission of reshaping the world of time-critical logistics.

What is the "Dedicated Driver" service?

Airspace partners with leading U.S. Medical Device companies to ensure life-saving equipment is transported safely and securely to hospitals in the local region. If a loved one suffers a serious injury, our Dedicated Drivers are the critical link between warehouses and hospitals, delivering essential surgical tools in real time. Their mission is clear: to equip surgeons with the critical tools for life-saving procedures—because every second counts when a patient is on the table.

About the job:

The Senior Operations Coordinator is the administrative and documentation backbone for the DD Operational Support Team, primarily supporting the Manager of Operational Support, with additional support for Talent Acquisition Specialists and Regional Managers as capacity allows. This role keeps recruiting, onboarding, and training running on schedule by owning scheduling logistics, candidate and training records, and documentation upkeep. It also supports Regional Managers with performance administration, including metrics tracking, coaching documentation, and PIP paperwork. Reporting to the Manager, DD Operational Support, this role sits alongside recruiting and support functions within the DD Operational Support Team.

This is a detail-oriented, process-driven role best suited for someone who is organized, discreet with sensitive information, and comfortable managing recurring documentation and scheduling cycles across multiple stakeholders at once.

As the Dedicated Driver program continues to grow, this role is expected to grow with it. The responsibilities outlined here represent the current scope, and the right candidate should be comfortable taking on new tasks and workflows as the team's needs develop over time.

What you'll do:

• Coordinate interview scheduling and candidate pipeline logistics, including maintaining and updating candidate records, in partnership with the Talent Acquisition Specialists, keeping candidates moving through the hiring process without delay

• Support the Talent Acquisition Specialist with candidate interviews as needed, which may include screening calls or sitting in on interview panels

• Confirm new drivers' account setup and onboarding requirements are fully complete before their start date

• Help the team track and maintain driver performance metrics and dedicated driver department reports, flagging trends and outliers that warrant attention

• Monitor shared email queues and route inquiries to the appropriate team member as needed

• Draft and send mass communications to drivers on an as needed basis such as emails, text blasts, or newsletters

• Organize documentation storage and confirm naming conventions are followed consistently across recruiting, training, and performance records

• Monitor live Dedicated Driver orders in real time, checking for order and app milestone accuracy as shipments move through each stage

• Partner directly with the Talent Acquisition Specialist, Onboarding & Training Manager, and Regional Managers to understand upcoming scheduling and documentation needs, preparing materials in advance of deadlines

• Escalate documentation gaps, missed deadlines, or inconsistencies to the Manager, DD Operational Support Team

• Maintain confidentiality and sound judgment when handling sensitive candidate and personnel information

• Order and coordinate shipment of driver equipment (e.g. uniforms, badges, placards)

• Support curriculum updates by identifying training gaps and routing them to the training owner for revision

• Serve as a secondary owner of training/certification tracking, capable of stepping into training program ownership during transitions

• Take on ad hoc administrative tasks and projects for the broader DD Team as they arise

• Support onboarding and training of new Operations Coordinators on recruiting, training, and performance documentation workflows

• Identify and recommend improvements to scheduling processes, training tracking, workflows, and documentation templates

• Serve as the point of escalation for complex or ambiguous scheduling or documentation cases before they reach the Manager, DD Operational Support

• Support a larger scope across recruiting, training, and Regional Manager needs with greater autonomy and less day-to-day oversight

• Assist with building or updating reports as reporting needs and issues arise

As the role evolves, additional responsibilities may include:

• Supporting additional administrative needs as the program and client base expands

• Assisting with reporting and performance visibility tools for the DD Operational Support team

• Investigate and resolve weekly driver pay discrepancies, coordinating with Regional Managers and other systems of record as needed

• Taking on additional Salesforce-based processes as they are developed and documented

Success Metrics

This year: what does success look like in this role this year?

• Recruiting, onboarding, and training cycles run on schedule with minimal escalations to the Manager, DD Operational Support

• Candidate and training records are consistently accurate and up to date

• Performance documentation (coaching notes, performance cases) is complete, filed on time, and audit-ready

• Order/milestone monitoring catches discrepancies before they affect customer visibility

Next year: what does success look like in this role next year?

• Demonstrated ownership of a larger or more complex caseload with less oversight

• Contributing process improvements to scheduling, training tracking, or documentation workflows

• Successfully onboarding and mentoring new Operations Coordinators

Your First 90 Days

• Learn the DD corporate support team's systems (Salesforce, ATS, LMS) and current documentation workflows

• Shadow and take over recruiting/onboarding scheduling logistics with the Talent Acquisition Specialist and Onboarding & Training Manager

• Begin supporting one or more Regional Managers with performance documentation and metrics tracking

• Build working relationships with key stakeholders (Talent Acquisition Specialist, Onboarding & Training Manager, Regional Managers, Manager of DD Operational Support)

Your First 180 Days

• Independently manage the full recruiting/onboarding coordination cycle with minimal guidance

• Own PIP and coaching documentation from initiation through close for assigned Regional Managers

• Reliably monitor live orders/milestones and flag discrepancies proactively

• Identify at least one process or documentation improvement to bring to the team

What we're looking for:

• 3+ years of experience in an administrative, coordinator, or operations support role, ideally supporting recruiting, training, or field management functions

• Strong attention to detail, particularly when managing schedules, candidate records, and performance data

• Comfortable working in Salesforce (SFDC), an ATS, or an LMS, or eager to learn; prior experience with any of these is a plus

• Excellent written communication skills; able to coordinate across multiple stakeholders and summarize data clearly

• Reliable and self-directed, with a proactive communication style when issues arise

• Able to work within a remote, cross-timezone team environment

• Discreet and trustworthy when handling confidential candidate and personnel information

• Comfortable juggling competing priorities across recruiting, training, and performance support

• Demonstrated ability to manage a higher volume or more complex caseload with minimal oversight

• Experience mentoring or supporting the ramp-up of junior team members

• Track record of identifying and improving administrative processes, scheduling workflows, or documentation systems

• Comfortable acting as an escalation point and exercising independent judgment on ambiguous cases

Compensation & Benefits:

• Salary Range: $65,000-$75,000/yr + 10% Bonus

• High-quality health, dental, and vision plan options

• Open PTO

• 401K with company match

• Professional learning and training reimbursements

Core Values:

• We are One Team. We believe we all accomplish more when we are working together.

• We make an Impact. We are determined to have a positive influence on our environment, our customers, our industry, and our world.

• We are Passionate. We care deeply about our mission and are not afraid to raise the bar.

• We are Transparent. We pride ourselves on having open, honest, and sincere communication with our team and customers.

• We are Innovative. We never settle and are always striving to improve our product, service, and ourselves.

Airspace is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. Additionally, Airspace participates in the E-Verify program for all locations.

A friendly reminder: Airspace will only contact candidates from an @airspace.com email, a no-reply notification from no-reply@us.greenhouse-mail.io, or a verified LinkedIn profile. We never request fees or sensitive personal/financial information during recruiting. If something seems suspicious or feels off, please reach out to us at recruiting@airspace.com before responding.

For this role the acquisition of recruitment agencies is not appreciated, thank you for your understanding.