Fleet Safety & Compliance Coordinator

Job Description

Job Description

The Fleet Safety & Compliance Coordinator supports the Fleet Services Manager in maintaining compliance with all applicable Department of Transportation (DOT), Federal Motor Carrier Safety Administration (FMCSA), company safety policies, and operational standards. This position plays a key role in monitoring driver compliance, promoting safe driving behaviors, assisting with fleet inspections, supporting driver onboarding and training efforts, and helping maintain a culture of safety throughout the organization.

The ideal candidate will possess a foundational understanding of DOT regulations, Hours of Service (HOS) requirements, driver qualification standards, and transportation safety practices. Strong communication, organizational, and coaching skills are essential.

Essential Duties and Responsibilities: Duties include, but are not limited to:

Regulatory Compliance Management

· Maintain DOT and FMCSA compliance requirements.

· Manage driver qualification files.

· Monitor Hours of Service (HOS) compliance.

· Administer drug and alcohol testing programs.

· Maintain CSA scores and address deficiencies.

· Ensure audit readiness for DOT reviews and inspections.

Driver Safety Management

· Conduct driver onboarding and safety orientation.

· Deliver driving and ongoing safety education.

· Monitor driver safety performance and scorecards.

· Conduct coaching and corrective action programs.

· Reinforce safe operating behaviors and expectations.

Risk Management & Claims

· Investigate accidents and incidents.

· Manage claim reporting processes.

· Coordinate with insurance providers.

· Conduct root cause analysis.

· Implement accident prevention initiatives.

· Identify and mitigate recurring risk trends.

Safety Training

· Conduct new driver safety orientation.

· Deliver defensive driving training.

· Provide ongoing safety education programs.

· Ensure training completion and compliance.

Independent Contractor Compliance

· Verify licenses, insurance, and registrations.

· Track compliance expirations and renewals.

· Maintain contractor compliance files.

· Manage Openforce and onboarding compliance requirements.

· Ensure customer-specific compliance standards are met.

· Monitor ongoing IC qualification status

Risk Management & Claims

· Investigate accidents and incidents.

· Manage claim reporting processes.

· Coordinate with insurance providers.

· Conduct root cause analysis.

· Implement accident prevention initiatives.

· Identify and mitigate recurring risk trends.

Safety Reporting & Continuous Improvement

· Monitor fleet safety KPIs.

· Track telematics, dash camera, and ELD data.

· Conduct safety audits and inspections.

· Lead safety committees and improvement initiatives.

· Review compliance trends and recurring issues.

· Report safety performance metrics to leadership

Administrative Responsibilities

· Maintain safety and compliance records, reports, and documentation.

· Prepare safety-related reports and metrics for management review.

· Support audits, investigations, and compliance reviews as assigned.

· Assist with special projects and other duties related to fleet safety and compliance.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty according to the requirements of NOW Courier. 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 duties and responsibilities.

Education and/or Experience: Associate's degree in Transportation, Logistics, Business Administration, Occupational Safety, or a related field preferred. Equivalent combinations of education, transportation experience, fleet operations experience, or DOT compliance experience will be considered.

Other Skills and Abilities:

• Strong knowledge of FMCSA and DOT regulations
• Experience managing driver qualification files
• Experience with audits and CSA scores
• Safety certifications (CSP/CDS) are preferred
• Experience with ELD systems, telematics, and safety analytics tools
• Excellent investigation, problem-solving, and analytical skills
• Strong communication and training abilities
• Ability to influence and drive behavioral change across teams
• Highly organized and detail oriented.
• Resourceful and creative.
• Analytical skills and problem-solving ability.
• Ability to adhere to time and attendance policies.
• Must exhibit professionalism and be effective working with customers, contractors, vendors, and employees.
• Skillfully convey information on a wide range of topics to a diverse target audience.
• Proficient with commonly used office software, including but not limited to: MS Word, Excel, PowerPoint, Outlook, as well as telephone and internet communications.
• Ability to be assessable to contractors and employees as determined by department standards.
• Ability to handle confidential information.
• Maintain regular and punctual attendance.
• Effective prioritization and time management skills.
• Ability to work in a fast-paced, high-pressure, deadline driven environment.
• Strong initiative to strive for continuous accuracy, quality, and timeliness of information.
• Ability to manage multiple projects and tasks simultaneously.
• A genuine commitment to quality on behalf of the company while building a corporate culture committed to excellence is mandatory.
• Must have and maintain a verifiable Driver’s License, demonstrated safe driving record, and remain insurable through the company’s liability insurance carrier as applicable.

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 duties and responsibilities.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently will stand; walk; and lift and/or move up to 25 pounds without an assistive device (greater weights may be required with the use of an assistive device). The employee occasionally will climb or balance; stoop, kneel, crouch, or crawl.

Specific vision abilities required by this job include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point), depth perception (three-dimensional vision, ability to judge distances and spatial relationships), and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

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 duties and responsibilities

This job operates primarily in a professional office environment with minimal safety/health hazard potential. However, job duties may require one to operate in a warehouse environment with moderate safety/health hazard potential. The noise level in the work environment is usually quiet to moderate. This role is required to be on-site.

While the offices of NOW Courier are open from 8AM to 5PM, Monday through Friday, this job may require work beyond these hours and on the weekends.

Benefits

As an award-winning company, our employees are the most important force driving our continued success. We offer a challenging and supportive environment with opportunities to learn, grow, and contribute - that's why 93% of current employees would recommend NOW Courier to a friend for employment according to our annual Culture Audit.

We invite you to explore our company and bring your skills and expertise to our highly talented team of professionals who are passionate about their work. A satisfying and rewarding career with competitive compensation, comprehensive health care, 401k/profit sharing, paid time off, corporate philanthropy, employee & family events, and more is our commitment to you.

EOE M/W/Vets/Disabled