Fleet Coordinator

Position Overview:

The Fleet Compliance Specialist is responsible for ensuring that all fleet operations adhere to internal safety standards, company policies, and federal and state regulations. This role requires managing driver qualifications, vehicle inspections, and maintenance records, as well as monitoring ongoing compliance with DOT (Department of Transportation), OSHA (Occupational Safety and Health Administration).

Key Responsibilities:

• Maintain accurate and up-to-date records for all vehicles and drivers in fleet management systems (e.g., Samsara, Whip Around, etc.).
• Ensure all fleet operations comply with federal, state, and local regulations, including DOT, OSHA, and company-specific policies.
• Monitor driver qualification files (DQF), including medical certification, background checks, and driving records (MVRs).
• Oversee and track completion of required safety training (e.g., driver safety training, new hire training, toolbox talks, etc.).
• Ensure compliance with random drug and alcohol testing programs and maintain accurate records.
• Coordinate regular audits of vehicle inspections, ensuring vehicles meet safety and maintenance standards.
• Ensure compliance with all vehicle inspection and maintenance reporting requirements.
• Perform internal audits on driver and vehicle compliance records and report findings to management.
• Assist with coordinating and facilitating safety training programs for drivers and maintenance teams.
• Act as the primary point of contact for compliance-related questions or issues from drivers, branches, or management.
• Resolve discrepancies in fleet records, including inspection results, driver qualifications, or maintenance logs.
• Provide troubleshooting assistance related to fleet management software and data entry.
• Monitor and maintain fuel card usage and ensure all relevant documentation is accurate and compliant.
• Manage and update vehicle tracking systems, ensuring accuracy in all fleet data.

Qualifications:

• 2-4 years of experience in fleet management, compliance, or safety roles, preferably in transportation, logistics, or related industries.
• Strong knowledge of DOT regulations, OSHA standards, and other relevant federal and state laws.
• Familiarity with fleet management and maintenance tracking systems (e.g., Samsara, Whip Around, Fleet Complete).
• Familiarity with fleet safety and maintenance certifications (e.g., ASE, CDL) is a plus.
• Ability to interpret and apply complex regulatory requirements to day-to-day fleet operations.
• Problem-solving and critical thinking abilities, particularly when resolving compliance-related issues.
• Experience in conducting audits or inspections in a regulated environment.