DOT Fleet Coordinator

Job Description

Job Description

Description:

Who We Are:  

A&I Distributors is a rapidly growing, family and employee-owned, well established wholesale oil distributor, with nearly one hundred years of history and partnerships with some of the largest oil companies in the world. These partnerships, along with unmatched service to our customers, have enabled the company to grow to one of the premier oil distributors in the nation; a long way from our humble beginnings in 1924.

 

Benefits  

• PTO 
• Holiday Pay 
• Health & Dental 
• 401k 
• Profit Sharing/ESOP 
• Life and Disability Insurance 
• Employee Discount 
• Stable, year-round employment 

Essential Duties and Responsibilities  

DOT Compliance & Driver Support  

• Ensure all drivers are operating in compliance with FMCSA, DOT, state, and company regulations. 
• Educate drivers on Hours of Service (HOS), hazardous materials requirements, safety regulations, and compliance updates. 
• Verify that all commercial drivers have properly functioning electronic logging devices (ELDs) and tablets. 
• Coordinate with the Corporate DOT Department regarding tablet troubleshooting, updates, repairs, and replacements. 
• Deliver DOT-related notices, documentation, and compliance information to drivers. 
• Assist with driver disciplinary and corrective action documentation when required. 

Fleet Documentation & Record Management  

• Ensure all commercial vehicles maintain current registrations, permits, inspections, and required documentation. 
• Provide registration updates and documentation to the Corporate DOT Department. 
• Review and submit weekly trip reports for all commercial vehicles. 
• Conduct physical audits of driver tablets and electronic logging equipment when requested. 
• Maintain records related to maintenance, inspections, fuel cards, and driver compliance. 

Vehicle Maintenance & Safety  

• Schedule and monitor all required vehicle maintenance and repairs. 
• Ensure monthly brake inspections are completed and documented. 
• Review Daily Vehicle Inspection Reports (DVIRs) each morning and prior to the end of each shift. 
• Verify completed DVIRs are signed and submitted weekly to the Corporate DOT Department. 
• Conduct fleet inspections on all commercial vehicles weekly to identify issues not reported by drivers. 
• Ensure DOT vehicle inspections are completed twice annually and submitted immediately to the Corporate DOT Department. 
• Monitor vehicle condition and coordinate repairs as needed to maintain safe operations. 

Invoice & Cost Control  

• Review maintenance and repair invoices for accuracy and completeness. 
• Verify maintenance charges align with services performed. 
• Ensure repair documentation corresponds with DVIR reports whenever applicable. 
• Submit approved maintenance and repair invoices to the Corporate Office for processing. 
• Monitor fleet-related expenses and identify opportunities for cost savings and operational efficiency. 

Driver Qualification & Administration  

• Assist with new driver hiring and onboarding processes following management approval. 
• Coordinate required hiring, qualification, and training documentation. 
• Ensure drivers maintain valid licenses, medical certificates, endorsements, and required credentials. 
• Monitor expiration dates and distribute renewal notices as required. 
• Assist with driver training and compliance education. 

Fuel Card & Asset Management  

• Ensure fuel cards are functioning properly and assigned to the correct vehicles. 
• Coordinate fuel card issues with the Corporate DOT Department. 
• Monitor fleet assets and company equipment assigned to drivers. 
• Maintain inventory and accountability of fleet-related technology and equipment. 

Communication & Reporting  

• Participate in monthly DOT meetings and ensure attendance documentation is properly completed and submitted. 
• Serve as the primary branch contact for fleet and DOT-related matters. 
• Communicate drivers' concerns, compliance issues, and operational needs to management and the Corporate DOT Department. 
• Provide reports regarding vehicle status, maintenance schedules, inspections, and compliance issues. 

Recruitment & Asset Disposition Support  

• Assist in advertising available driver positions. 
• Support recruitment efforts for commercial driving positions. 
• Assist in marketing and selling commercial fleet vehicles that are no longer needed by the company. 

Requirements:

 

Education & Experience  

• High school diploma or equivalent required. 
• Experience in transportation, fleet management, logistics, DOT compliance, or vehicle maintenance preferred. 
• Experience working with commercial vehicle operations and drivers preferred. 

Knowledge, Skills, and Abilities  

• Working knowledge of FMCSA and DOT regulations. 
• Understanding of electronic logging devices (ELDs), driver logs, and compliance requirements. 
• Ability to manage multiple priorities and deadlines. 
• Strong organizational and administrative skills. 
• Excellent communication and interpersonal abilities. 
• Strong attention to detail and accuracy. 
• Ability to maintain confidential records and information. 
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel. 
• Strong problem-solving and decision-making skills. 
• Ability to work independently and collaboratively with management and drivers. 

Licenses  

• Valid driver's license required. 
• Good driving record preferred. 
• CDL license preferred.

Physical Requirements  

• Ability to sit, stand, walk, and move throughout office, warehouse, and fleet environments. 
• Ability to inspect vehicles and equipment both indoors and outdoors. 
• Occasionally lift and move materials, supplies, or equipment up to 25 pounds. 
• Ability to travel locally between company facilities and service providers as needed. 

Core Competencies  

• DOT & FMCSA Compliance 
• Fleet Management 
• Vehicle Maintenance Coordination 
• Driver Support & Training 
• Organization & Recordkeeping 
• Leadership & Accountability 
• Communication Skills 
• Problem Solving 
• Safety Management 
• Attention to Detail 
• Time Management 
• Administrative Excellence