Permit Specialist

ZA Railroad Services, LLC is seeking a highly motivated, detail-oriented DOT Permit & Compliance Coordinator to support our transportation and field operations. The primary responsibility of this position will be coordinating DOT oversize and overweight permits for the movement of heavy equipment, trucks, and construction-related loads throughout the United States. This position will also assist with transportation compliance, DOT documentation, insurance records, Daily Work Reports, and other administrative functions that support our field operations.

The ideal candidate is organized, dependable, comfortable handling multiple priorities, and willing to take ownership of a task from start to finish. This position requires someone who can communicate effectively with drivers, field personnel, management, government agencies, and outside vendors while keeping accurate records and helping operations stay ahead of potential problems.

Responsibilities

DOT Oversize/Overweight Permitting

• Prepare, submit, obtain, and track oversize and overweight permits for company and contracted trucks transporting heavy equipment, materials, and other loads.
• Obtain permits through state DOT permitting systems and third-party permitting services as required.
• Review truck, trailer, equipment, and load information to determine permitting requirements.
• Verify load dimensions and weights, including overall height, width, length, gross vehicle weight, axle weights, and axle spacing when required.
• Review permit requirements and restrictions, including approved routes, travel times, escort requirements, holiday and weekend restrictions, curfews, bridge restrictions, and other state-specific requirements.
• Provide drivers and operations personnel with required permits, approved routes, and applicable travel restrictions before movement.
• Coordinate permit revisions when equipment, trucks, trailers, routes, schedules, dimensions, or weights change.
• Assist drivers and field personnel with permitting and routing issues that arise during transportation.
• Identify potential permitting, routing, clearance, bridge, weight, or travel restriction issues before equipment is dispatched.
• Maintain current truck, trailer, and equipment information needed for permitting.

DOT & Transportation Compliance

• Maintain and organize required DOT files and transportation compliance records .
• Review DOT-related documentation for accuracy, completeness, and expiration dates.
• Track registrations, permits, licenses, inspections, and other transportation-related documents as assigned.
• Assist with maintaining required documentation for company vehicles, trucks, trailers, and drivers.
• Monitor expiration dates and communicate upcoming renewals or missing documentation before they create an operational issue.
• Assist with DOT audits, compliance reviews, and requests for supporting documentation.
• Maintain organized electronic and physical records so required documentation can be quickly located when needed.

Insurance & Documentation

• Maintain current insurance certificates, vehicle insurance cards, Certificates of Insurance (COIs), and other insurance-related documentation .
• Track expiration dates and request updated insurance documentation as needed.
• Provide Certificates of Insurance and supporting documentation to customers, vendors, project personnel, or other authorized parties when required.
• Assist with verifying that required insurance documentation is on file for applicable vehicles, vendors, subcontractors, or projects.
• Maintain accurate electronic records of insurance and compliance documentation.

Daily Work Reports & Operations Support

• Assist field personnel with the preparation, collection, review, and processing of Daily Work Reports (DWRs) .
• Review Daily Work Reports for missing or incomplete information before they move through the billing and administrative process.
• Help verify that labor, equipment, trucking, mileage, and other required information is properly documented.
• Communicate with field personnel to obtain missing information or correct documentation discrepancies.
• Organize and maintain supporting documentation associated with Daily Work Reports and project records.
• Assist Operations, Billing, and other office personnel with gathering project documentation when needed.
• Perform additional administrative and transportation-related duties as operational needs require.

Experience

• Experience obtaining DOT oversize/overweight permits is strongly preferred.
• Experience with heavy-haul transportation, trucking, construction equipment transportation, railroad construction, dispatch, or transportation compliance is preferred.
• Experience using state DOT permitting systems or third-party permitting services is a plus.
• Familiarity with vehicle and load dimensions, axle configurations, gross vehicle weights, and heavy equipment transportation is preferred.
• Experience maintaining DOT, fleet, insurance, or compliance documentation is a plus.
• Experience with construction Daily Work Reports, field documentation, or project administration is a plus.

Requirements

• Exceptional attention to detail and strong organizational skills.
• Ability to manage multiple permits, equipment moves, documentation requirements, and deadlines simultaneously.
• Ability to accurately enter and verify vehicle, trailer, axle, weight, and load information.
• Strong follow-through and willingness to take ownership of assigned responsibilities.
• Ability to recognize missing or inaccurate information and work with the appropriate person to correct it.
• Strong written and verbal communication skills.
• Ability to work effectively with drivers, field supervisors, project managers, office personnel, government agencies, customers, and outside vendors.
• Highly motivated with a strong work ethic and the ability to perform well under pressure.
• Self-starter with the ability to work independently while also supporting a team environment.
• Strong problem-solving skills and the ability to respond quickly when schedules, routes, equipment, or project needs change.
• Proficiency in Microsoft Office applications, including Excel, Outlook, and Word .
• Availability to take driver calls after hours when permitting, routing, or transportation issues arise.
• Willingness to travel annually for training and conferences.

Equal Employment Opportunity Statement

ZA Railroad Services is an Equal Opportunity Employer and considers applicants for all positions without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other legally protected status.