Operations Coordinator

The Operations Coordinator plays a critical role in supporting and executing delivery operations for healthcare clients within a fast-paced environment. This entry-level position is responsible for coordinating Independent Contractor (IC) couriers to ensure the timely and compliant transport of critical healthcare shipments. The coordinator ensures operational service excellence through communication, compliance oversight, and real-time problem-solving while adhering to healthcare industry standards such as HIPAA, FDA guidelines, and Good Distribution Practices (GDP). This position is ideal for someone detail-oriented, proactive, and committed to delivering service reliability in time-sensitive and regulated environments..

To perform this job successfully, an individual must be able to perform the following essential duties satisfactorily; other duties may be assigned. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Individual tasks shall include but not be limited to the following:

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.