DOT Fleet and Compliance Coordinator

We are seeking an experienced and detail-oriented DOT & Fleet Compliance Coordinator to oversee and coordinate all aspects of Department of Transportation (DOT) compliance within our organization. The ideal candidate will ensure our company adheres to all federal, state, and local transportation regulations, maintain safety standards, and implement policies to minimize risk and enhance operational efficiency. 

Responsibilities:

Include but are not limited to the following. The Company reserves the right to add to, delete, change, or modify the essential duties and responsibilities at any time. All work is to be completed with minimum supervision and in accordance with Company standards. Other duties may be assigned.

• Monitor and enforce compliance with all DOT regulations (FMCSA, CSA, ELD, HOS, drug/alcohol testing, etc.)
• Maintain accurate and up-to-date driver qualification files, vehicle maintenance records, and DOT HOS logs.
• Manage the company's driver DOT compliance program, including audits, inspections, and corrective actions.
• Conduct regular internal audits to ensure ongoing compliance and identify areas for improvement.
• Train drivers and relevant staff on DOT regulations, safe practices, and company policies.
• Collaborate with HR and Operations to manage hiring, onboarding, and disciplinary actions related to DOT compliance.
• Stay updated on changes to federal and state transportation laws and advise management accordingly.
• Prepare and submit any required reports to DOT and other agencies as needed.
• Maintain and update current fleet lists and ensures units are properly assigned. 
• Assist with vehicle registration, including retrieving historical data (VINs, etc.)
• Investigate accidents, incidents, or violations and recommend or implement corrective actions.
• Support the development and execution of a company-wide safety and compliance culture.
• Manage ELD equipment, activity, safety and compliance in Samsara.
• Manage fuel card lifecycle (activation, deactivation, research discrepancies).
• Travel throughout company site location including overnight travel as needed.
• Additional tasks assigned.

Competency:

To perform the job successfully, an individual should demonstrate the following competencies:

• Analytical – Demonstrates strong analytical skills by interpreting DOT compliance data, identifying trends and risks, and implementing data-driven solutions to improve fleet safety and regulatory adherence.
• Organizational - Exhibits excellent organizational skills by maintaining accurate compliance records, managing multiple priorities, and ensuring timely completion of DOT and fleet requirements.
• Problem Solving - identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions.
• Interpersonal - focuses on solving conflict, not blaming; keeps emotions under control; remains open to others' ideas and tries new things.
• Communication - Communicates clearly and effectively by training drivers and staff on compliance requirements, collaborating across departments, and presenting information to management and regulatory agencies.
• Team Work - contributes to building a positive team spirit; able to build morale and group commitments to goals and objectives; recognizes accomplishments of other team members.
• Delegation - delegates work assignments; matches the responsibility to the person; gives authority to work independently; sets expectations and monitors delegated activities; 
• Ethics - treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.
• Change Management - develops workable implementation plans; communicates changes effectively; builds commitment and overcomes resistance; prepares and supports those affected by change; monitors transition and evaluates results.
• Quality Management - looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.
• Business Acumen – understands the balance between customer service, cost and safety; understands business implications of decisions; displays orientation to profitability; demonstrates knowledge of market and competition; aligns work with strategic goals.
• Cost Consciousness - develops and implements cost saving measures.
• Strategic Thinking - develops strategies to achieve organizational goals; understands organization's strengths & weaknesses; analyzes market and competition; identifies external threats and opportunities; adapts strategy to changing conditions.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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.

Education/Experience:

• Bachelor's degree in Transportation, Business Administration, Logistics, or a related field from four-year College or University.
• 5+ years related experience in DOT compliance, fleet management, or transportation safety and/or training or equivalent combination of education and experience.
• Strong knowledge of FMCSA regulations, CSA scoring, ELD systems, HOS rules, and driver qualification requirements.
• Experience with DOT audits and managing driver qualification files.
• Proficiency in transportation management systems (TMS) and compliance software.
• CDL (Commercial Driver's License) is a plus but not required.

Language Ability:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of employees, managers, and customers.

Math Ability:

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

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Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

To perform this job successfully, an individual should have knowledge of Word, excel and powerpower point, and experience working in an enterprise wide system. 

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee will primarily work in an office environment, with occasional fieldwork, facility visits, and travel to company sites. Flexible hours may be required during audits, inspections, or incident response. The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to talk or hear and use hands to finger, handle, or feel. The employee is frequently required to sit. The employee is occasionally required to reach with hands and arms. The employee must regularly lift and or move up to 10 pounds. Specific vision abilities required by this job include Close vision, Peripheral vision, Depth perception and Ability to adjust focus.

EOE