HR Onboarding & Compliance Specialist

The HR Onboarding & Compliance Specialist c oordinates the end-to-end employee lifecycle for new hires while maintaining strict compliance across all workforce programs. This role manages both Non-DOT and specialized Department of Transportation (DOT) regulatory programs—including Federal Motor Carrier Safety Administration (FMCSA) and United States Coast Guard (USCG) mandates. In addition to regulatory oversight, this position administers key operational programs, including company fleet fuel cards, equipment logistics, and comprehensive drug screening pools. The ideal candidate bridges human resources, logistics, and compliance to ensure all field and marine personnel are fully credentialed, equipped, and ready to work safely. PRIMARY RESPONSIBILITIES Partner with HR leadership to establish, implement, and continuously improve HR processes, policies, and best practices DOT & USCG Compliance Management: Oversee Driver Qualification (DQ) files, Commercial Driver's License (CDL) verifications, Motor Vehicle Records (MVR) checks, Hours of Service (HOS) tracking, and FMCSA Clearinghouse queries. Maintain Merchant Mariner Credentials (MMC), TWIC cards, licenses, and medical clearances for marine personnel and vessel crews. Maintain audit-ready records for regulatory reviews Non-DOT & Site-Specific Onboarding: Lead the onboarding lifecycle for non-DOT field labor, craft workers, and administrative staff, including I-9/E-Verify processing, background checks, badging, site-specific safety clearances, and client-required vetting (e.g., DISA, ISTC, or third-party clearinghouses) Drug & Alcohol Screen Program Management: Administer the company-wide drug and alcohol testing program for both DOT (FMCSA/USCG under 49 CFR Part 40) and Non-DOT employees Manage the random selection pools, schedule pre-employment, random, post-accident, and reasonable-suspicion testing, and coordinate directly with collection sites, MROs, and third-party administrators (TPAs) Equipment & Asset Coordination: Request, track, and coordinate all employee equipment needs throughout the employment lifecycle. Manage pre-hire allocations and post-separation collections for field gear, PPE, laptops, mobile devices, keys, badges, and company assets in tandem with IT, Operations, and Fleet teams Fuel Card Program Management: Serve as the primary administrator for the company fuel card program. Issue and deactivate fleet cards, set spending limits, monitor daily usage, reconcile receipts/invoices, audit for policy compliance, and resolve fraudulent or unauthorized activity New Employee Orientation: Deliver engaging orientation sessions covering company safety culture, benefits overviews, operational policies, and compliance standards Assist with day-to-day HR operations, including employee inquiries, documentation, and transactional processing Assist with processing employee transactions such as transfers, promotions, pay increases, and terminations Ensure compliance with all hiring and onboarding policies and procedures in coordination with operations leadership for W-2 direct hires and 1099 Monitor and ensure compliance with federal, state, and local employment laws and regulations Participate in HR projects and cross-functional initiatives Maintain strict confidentiality of employee, company, and customer information Flexibility: Perform additional duties as assigned to support team objectives and enhance operational efficiency, demonstrating flexibility and a proactive approach to evolving responsibilities If applicable: Translate onboarding materials, lead bilingual orientations, and communicate expectations to Spanish-speaking team members as needed QUALIFICATIONS Excellent verbal and written communication skills Strong interpersonal, critical thinking, and problem-solving skills Ability to manage multiple priorities, meet deadlines, and adapt in a fast-paced environment High level of professionalism, discretion, and ethical practice Proficiency in Microsoft Office applications and Human Resources Information Systems (HRIS) Regulatory Knowledge: In-depth familiarity with FMCSA guidelines (49 CFR Parts 382, 383, 391) and USCG marine personnel credentialing (46 CFR) Program Administration: Direct experience managing random drug testing pools (DOT & Non-DOT) and fleet fuel card systems (e.g., Retif) Compliance Clearinghouses: Hands-on experience with FMCSA Drug & Alcohol Clearinghouse, E-Verify, and third-party contractor management software (e.g., DISA) Technical Skills: Proficiency in Applicant Tracking Systems (ATS), Human Resource Information Systems (HRIS), and Excel/spreadsheet tracking tools Language: Bilingual fluency (English / Spanish) in speaking, reading, and writing is strongly preferred Soft Skills: Exceptional attention to detail, strong administrative organization, and the ability to handle confidential information with discretion PREFERRED EDUCATION AND EXPERIENCE Associate’s or Bachelor’s degree in Human Resources, Business Administration, Construction Management, Occupational Health & Safety, or a related field (or equivalent practical experience) preferred 3–5 years of experience in onboarding, HR, asset tracking, or compliance management within the construction, maritime, transportation, or industrial services industries Experience supporting multi-site or jobsite-based operations preferred Certified Transportation Safety Specialist (CTSS), SHRM-CP/PHR, or formal DOT Compliance Training certificates preferred Experience working in construction, industrial, or project-based environments preferred #J-18808-Ljbffr