Driver Recruiting, Safety & Orientation Coordinator

Job Description

Job Description

Driver Recruiting, Safety & Orientation Coordinator

Position Summary

The Driver Recruiting, Safety & Orientation Coordinator is responsible for supporting the full driver lifecycle, from recruiting and pre-employment qualification through new-hire orientation, safety compliance, employee relations, and ongoing driver support.

This position works closely with Recruiting, Safety, Human Resources, Payroll, Operations, and Terminal Management to ensure drivers are properly qualified, onboard, trained, equipped, and maintained in accordance with company policies and applicable DOT and safety requirements.

New Driver Orientation & Onboarding

• Coordinate and facilitate the complete New Driver Orientation and Onboarding Program .
• Conduct required training courses and presentations developed by the Safety Department.
• Facilitate new-hire orientation utilizing PowerPoint presentations, training videos, safety materials, and other approved resources.
• Review all new-hire paperwork for accuracy and completeness.
• Ensure all required documents, acknowledgments, and authorizations have been properly completed and signed.
• Collect and maintain required driver documentation, including:
  • Commercial Driver's License (CDL)
  • Medical Examiner's Certificate
  • DOT physical documentation, when applicable
  • Required identification and employment documentation
• Submit completed onboarding documentation to Recruiting, Human Resources, Safety, and Payroll within established timelines.
• Coordinate the driver's Operations meeting once required paperwork and pre-employment testing have been completed.
• Issue and document company-provided equipment and materials, including:
  • Comdata card
  • New Driver Handbook
  • Tablet/mobile device
  • GEOTAB and DISC Mobile credentials
  • Other assigned equipment or technology
• Ensure drivers can successfully access and use required systems before being dispatched on their first trip.
• Coordinate tractor/equipment assignment with Operations.
• Ensure the driver completes the required equipment walk-around and applicable assignment documentation.
• Establish and maintain the driver's onsite file in accordance with company procedures.

Driver Recruiting

• Screen driver applicants to fill current and anticipated openings.
• Manage driver candidates through Tenstreet and other approved recruiting platforms.
• Respond promptly to applicants via telephone, email, internet platforms, text, and face-to-face communication.
• Review candidate qualifications and coordinate interviews with Terminal and Operations Management.
• Follow up with candidates following interviews and throughout the hiring process.
• Effectively communicate the complete driver employment opportunity, including:
  • Compensation
  • Schedule and home time
  • Equipment
  • Routes and operating areas
  • Company expectations
  • Benefits and other applicable programs
• Qualify driver candidates in accordance with DOT requirements and company hiring standards .
• Coordinate required pre-employment screening, including:
  • Motor Vehicle Records (MVR)
  • PSP reports
  • Criminal background checks
  • Employment verification
  • Drug and alcohol testing
  • Other required qualification documentation
• Maintain accurate and timely candidate notes and status updates within Tenstreet.
• Support established driver hiring and staffing goals.
• Participate in job fairs, recruiting events, and other driver sourcing initiatives.
• Attend required weekly and monthly recruiting and operational meetings.
• Assist with driver reorientation and rehire processes as needed.

Safety & DOT Compliance

• Coordinate terminal-level safety activities in partnership with the Corporate Safety Department and Terminal Management.
• Assist with:
  • Accident and incident reviews
  • Annual driver reviews
  • Remedial safety training
  • Hours-of-Service/log training
  • Driver coaching
  • Safety communications
• Ensure new drivers are properly trained on GEOTAB, DISC Mobile, and other required driver technology before their first dispatch.
• Ensure accident and incident reports are completed accurately and submitted to Corporate Safety within required timelines.
• Coordinate with Driver Managers to ensure management portions of accident and incident documentation are completed.
• Coordinate post-accident drug and alcohol testing when required.
• Coordinate DOT pre-employment, random, reasonable-suspicion, post-accident, and other required drug and alcohol testing in accordance with company procedures and applicable regulations.
• Coordinate Breath Alcohol Testing (BAT) when required.
• Maintain and distribute random testing notifications received from Corporate Safety.
• Ensure testing documentation is properly submitted and maintained.
• Work closely with Corporate Safety and Terminal Management regarding accidents, incidents, driver complaints, testing requirements, and other safety-related matters.
• Assist with the implementation and communication of changes to company safety programs.
• Reinforce safety awareness and promote a positive safety culture throughout the terminal.
• Assist with applicable DOT and OSHA compliance initiatives .

Driver Qualification & File Compliance

• Review Driver Qualification (DQ) documentation to ensure required records are complete, accurate, current, and submitted according to established procedures.
• Monitor driver credentials and documentation, including:
  • CDL expiration dates
  • Medical certification expiration dates
  • Driver contact information and addresses
  • Required qualification documents
• Identify missing or expiring documentation and coordinate with drivers and Corporate Safety to obtain updated records.
• Ensure required onsite driver records are properly maintained and accessible.

Driver Training & Communication

• Provide ongoing safety and operational communication to drivers.
• Assist drivers with understanding company expectations regarding:
  • Hours of Service
  • 34-hour restart requirements
  • Home-time procedures
  • Equipment parking
  • Equipment inspections
  • Maintenance and repair reporting
  • Shop check-in procedures
  • Accident and incident reporting
• Distribute safety communications through approved channels, including GEOTAB messages, terminal postings, flyers, handouts, and other company communication methods.
• Conduct or coordinate remedial training following safety violations, incidents, or identified performance concerns.

Employee Relations & Separation Administration

• Coordinate driver disciplinary documentation with Operations, Safety, and Human Resources.
• Assist management with preparing employee corrective-action/write-up documentation.
• Coordinate driver termination and separation paperwork.
• Ensure required termination documentation is completed and submitted to Human Resources, Safety, and Payroll.
• Maintain appropriate documentation related to driver disciplinary actions and separations.
• When requested, assist with Department of Labor/unemployment matters by:
  • Providing applicable termination information
  • Supplying supporting documentation
  • Assisting with witness statements
  • Participating in telephone hearings when appropriate
  • Ensuring unemployment-related documentation is forwarded to the appropriate corporate department within required deadlines

Benefits & Employee Support

• Coordinate new-hire benefits education in partnership with Human Resources and the Benefits Department.
• Assist employees with accessing enrollment resources and understanding applicable enrollment procedures.
• Ensure required benefits documentation is submitted to Human Resources or the Benefits Department.
• Assist employees with directing qualifying benefit changes and life-event requests to the appropriate department.
• Support annual Open Enrollment communication and employee education.
• Serve as a local resource connecting drivers and employees with Human Resources, Payroll, Benefits, Safety, and Operations when assistance is required.

General Responsibilities

• Maintain accurate, organized, and confidential driver and employee documentation.
• Scan, index, and submit documentation according to company recordkeeping procedures.
• Maintain consistent communication with Corporate Recruiting, Safety, Human Resources, Payroll, and Operations.
• Identify process gaps and escalate compliance concerns when necessary.
• Maintain confidentiality of employee, applicant, medical, and company information.
• Contribute to a positive, professional, and collaborative team environment.
• Perform additional recruiting, safety, orientation, and administrative responsibilities as assigned.

Qualifications

• Experience in transportation, trucking, driver recruiting, safety, HR, or terminal operations preferred.
• Knowledge of DOT driver qualification requirements and transportation safety practices preferred.
• Experience with Tenstreet, GEOTAB, DISC Mobile , or similar transportation systems is preferred.
• Strong organizational and documentation skills.
• Ability to manage multiple priorities and deadlines in a fast-paced transportation environment.
• Strong written and verbal communication skills.
• Ability to communicate effectively with drivers, applicants, managers, and corporate departments.
• Strong attention to detail and commitment to maintaining accurate records.
• Proficiency with Microsoft Office, email, and web-based systems.
• Ability to handle confidential and sensitive employee information appropriately.

Key Competencies

• Driver Recruiting & Candidate Management
• New-Hire Orientation
• DOT & Safety Compliance
• Driver Qualification File Administration
• Training & Development
• Employee Relations Support
• Documentation & Recordkeeping
• Cross-Functional Communication
• Organization & Follow-Through
• Safety-Focused Decision Making