DOT Coordinator

Job Description

Job Description

Department: Equipment & Warehouse Shop
Reports To: Vice President of Operations - Equipment & Warehouses
Location: Innovation and Training Center, Hazelwood, MO

Position Summary

The DOT Coordinator is responsible for supporting the company's Department of Transportation compliance program with a focus on driver qualification records, DOT training coordination, certification tracking, regulatory documentation, and fleet safety compliance support.

This role works closely with Fleet, Safety, Operations and Culture and Professional Development leadership to help ensure employees who operate company vehicles or regulated equipment remain compliant with applicable DOT, FMCSA, OSHA, and company safety requirements .

The DOT Coordinator maintains accurate records, monitors expirations, schedules required training, assists with audits, and helps reinforce safe and compliant work practices across offices and project locations. This position is ideal for a detail-oriented compliance professional who understands DOT requirements and can manage documentation, deadlines, communication, and follow-up in a fast-paced construction environment.

Key Responsibilities

Coordinate and maintain the company's DOT compliance documentation and employee qualification records.

Maintain accurate and current Driver Qualification files , including required forms, licenses, medical cards, Motor Vehicle Records, road test documentation, annual reviews, and related compliance documents.

Track expiration dates for CDL licenses, medical certifications, driver qualifications, training requirements, and other DOT-related credentials.

Monitor and support compliance with FMCSA requirements , including driver qualification, Hours of Service, vehicle inspection documentation, and drug and alcohol program requirements.

Assist with administration of the Drug & Alcohol Clearinghouse process, including tracking required checks, documentation, and follow-up.

Coordinate DOT-related training, including:

• Driver qualification requirements
• Hours of Service
• Vehicle inspection requirements
• Defensive driving
• Fleet safety
• Drug and alcohol awareness
• Incident reporting
• Company vehicle policies
• DOT refresher training
• New driver onboarding

Assist with onboarding employees who will drive company vehicles or perform DOT-regulated duties.

Support the preparation, organization, and filing of DOT, FMCSA, OSHA, insurance, client, and internal audit documentation.

Assist Fleet and Safety leadership with gathering records during audits, inspections, incident reviews, or compliance requests.

Follow up with employees and managers regarding missing, incomplete, or expired documentation.

Prepare routine compliance reports related to driver status, training completion, certification expirations, and outstanding requirements.

Support field and operations teams by answering basic DOT compliance questions and escalating complex issues to Safety, Fleet, or leadership.

Assist with maintaining DOT-related policies, procedures, training materials, forms, checklists, and standard operating procedures.

Coordinate with third-party vendors, clinics, background check providers, MVR providers, training vendors, and testing administrators as needed.

Help identify gaps in employee compliance records and recommend process improvements.

Maintain confidentiality of employee records and sensitive compliance information.

Stay current on basic DOT and FMCSA requirements relevant to company drivers, vehicles, and operations.

Perform other compliance, training, safety, or administrative duties as assigned.

Required Qualifications

High school diploma or equivalent required.

Associate's or bachelor's degree in Safety, Business Administration, Human Resources, Construction Management, Transportation, Logistics, or a related field preferred.

Minimum of 2–4 years of experience in DOT compliance, fleet administration, safety coordination, transportation compliance, HR compliance, training coordination, or a related administrative role.

Experience maintaining driver qualification files, compliance records, certifications, or regulated employee documentation.

Working knowledge of DOT and FMCSA requirements preferred.

Experience supporting or coordinating safety, fleet, transportation, or compliance training preferred.

Strong attention to detail and ability to manage deadlines, expirations, and recurring compliance requirements.

Proficiency with Microsoft Office Suite, especially Excel, Outlook, Word, and Teams.

Experience using a Learning Management System, HRIS, fleet management system, compliance tracking system, or document management platform preferred.

Ability to communicate professionally with field employees, drivers, managers, vendors, and leadership.

Ability to travel occasionally to regional offices, project sites, or training locations as needed.

Preferred Qualifications

Experience in construction, concrete, heavy civil, transportation, logistics, fleet operations, or field-based workforce environments.

Familiarity with:

• DOT Driver Qualification files
• FMCSA regulations
• CDL requirements
• Medical card tracking
• MVR review processes
• Hours of Service
• Vehicle inspection documentation
• Drug and alcohol program administration
• DOT audit preparation
• Safety training coordination

Prior experience supporting OSHA, safety, or fleet compliance programs.

Experience coordinating training for field employees, drivers, operators, or construction personnel.

Knowledge, Skills, and Abilities

Strong organizational skills with the ability to manage multiple compliance deadlines at once.

High level of accuracy in recordkeeping, tracking, and documentation.

Ability to follow established procedures and identify when information is missing, expired, or incomplete.

Practical understanding of DOT and FMCSA compliance requirements.

Ability to communicate compliance requirements clearly and professionally.

Strong follow-up skills and comfort holding employees and managers accountable for required documentation.

Ability to work independently while supporting multiple departments.

Strong problem-solving skills and willingness to escalate issues when appropriate.

Professionalism, discretion, and integrity when handling confidential employee information.

Comfort working with field employees, operations teams, safety professionals, fleet leaders, and corporate support departments.

Ability to adapt in a fast-paced construction environment.

Physical Requirements / Work Environment

Primarily office-based role with occasional travel to regional offices, yards, shops, and active construction project sites.

May occasionally be required to walk jobsites, shop areas, or uneven terrain.

Must be able to wear required Personal Protective Equipment when visiting project sites.

Ability to sit, stand, walk, and use a computer for extended periods.

Ability to lift and carry documents, training materials, or supplies up to 25 pounds.

Work environment may include office, classroom, shop, yard, and outdoor construction site settings.