Onboarding & Travel Coordinator

Onboarding & Travel Coordinator (For CDL Class A Drivers)

About Us:

Formed in 1924 Cowan Systems is a privately owned company headquartered in Baltimore, MD and enjoys a history of excellence and quality in the transportation business. Starting out as one man’s entrepreneurial spirit, has grown into six unique divisions that operate throughout the country. Today, Cowan’s state-of-the-art fleet has grown to 2,100 power units and 6,500 trailers operating out of 40 locations nationwide.

Due to continued growth, Cowan Systems, LLC is seeking the top talent in the industry to join our team.

Cowan Systems, LLC is a national truckload carrier that specializes in providing high quality dedicated fleet services for companies requiring first-rate performance. Cowan Systems offers dedicated fleet services which provide a customized transportation package designed to meet the specific needs of the shipper, such as specialized equipment, strict timetables, and custom reporting. Our 100% supply chain solution includes local and long-haul trucking services, brokerage, warehousing, and driver leasing.

Cowan is committed to providing a healthy, safe, and stable work environment that promotes individual success, equal opportunity for learning, and professional growth. In our family-oriented environment, we treat everyone with dignity and respect. Through the emphasis of our team-work philosophy, we maintain a balance between professionalism and the ability to have fun.

Our Mission:

At Cowan Systems, LLC our mission is to provide logistics and transportation services that create value for our clients, suppliers, employees, and owners. We pursue our work with diligence, intelligence, and a high regard for the safety of our employees, stakeholders, and the public.

Our Vision:

Cowan Systems is an industry leader and the carrier of choice because of our passion for service, best in class drivers, professional management team, commitment to safety, drive for innovation, and our culture of continuous improvement and quality excellence.

Our Values:

• Safety of our team drives every decision we make.
• An entrepreneurial spirit fostered by healthy work environments.
• Fiscal responsibility
• Exceptional Customer service

Cowan Culture:

At Cowan Systems LLC, our most valuable strength is our people – with diverse backgrounds and experiences we prioritize personal and professional development. We are a company that explores innovative ideas and encourages creativity. Our success is fueled by cultivating and inspiring our community through open & honest communication. Together, we provide exceptional service to our partners and our peers. Cowan is NOT defined by what we do as individuals, but who we are as a team.

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)

Employee Benefits:

• Hourly Starting Rate: $21-$22 per hour (Depending on knowledge & experience)
• Full benefits - Medical, Vision, and Dental
• Life, Short- and Long-Term Disability
• PTO (sick & vacation) and 401K