Position Summary
Responsible for the day-to-day management and coordination of RSRM’s Safety and Risk Management Program supporting Allied operations.
The position oversees safety and compliance processes, driver and truck requirements, safety training, accident response, and claims coordination,
insurance program administration, fleet safety systems, and operational risk data.
The role works closely with Safety Coordinators, Operations, Management, insurance partners, and TPAs to maintain compliance, improve safety performance, support the insurance program, and identify opportunities to reduce operational risk.
1. Safety, Compliance & Training
- Oversee documentation and compliance requirements for trucks and drivers participating in the Allied insurance program.
- Review documentation submitted for new trucks and drivers and coordinate corrections when information is incomplete or inaccurate.
- Coordinate with Optimus Paper and Safety Coordinators regarding onboarding, document updates, renewals, and compliance requirements.
- Maintain and monitor required documentation for company vehicles.
- Confirm additions and removals of trucks from the Allied insurance program.
- Oversee registration renewals and required inspections for participating trucks and company vehicles.
- Oversee and coordinate FMCSA account updates and regulatory compliance requirements for each operation.
- Communicate new Safety and Insurance procedures and guidelines to Operations and Safety personnel.
- Coordinate Monthly Safety Meetings for new drivers and drivers involved in accidents.
- Coordinate Annual Safety Meetings and quarterly safety sessions with Operations.
- Establish performance expectations for Safety Coordinators, monitor completion of assigned Safety and Compliance responsibilities, and provide coaching and corrective guidance when performance or compliance deficiencies are identified.
- Provide Safety training to new company vehicle drivers, Safety Coordinators, Allied personnel, and client personnel when applicable.
- Coordinate other Safety initiatives and events as required.
- Conduct periodic internal Safety and Compliance reviews to identify documentation deficiencies, regulatory exposure, recurring violations, and corrective actions required across operations.
2. Accident Response & Claims Coordination
- Coordinate the initial response to accidents reported through the 5Q Form.
- Identify serious or high-risk accidents and promptly escalate them to Management, the claims team, insurance partners, legal counsel, or other appropriate parties in accordance with established procedures.
- Contact drivers and reporting personnel to obtain additional information, clarify accident circumstances, and guide required next steps.
- Respond to accident scenes when necessary.
- Collect, review, and organize accident-related documentation, including reports, photographs, videos, and other available evidence.
- Submit accident reports and supporting documentation to the appropriate TPA.
- Serve as a liaison between the TPA, Operations, and drivers when communication or additional information is required.
- Provide training to Operations personnel regarding proper accident response and reporting procedures.
- Maintain current information for emergency vendors, including vendors required for material spills or other accident-related events.
- Monitor accident-reporting forms and processes to ensure they are functioning properly.
- Support Management and the claims team with accident information and documentation when required.
3. Insurance Program & Fleet Safety Administration
- Support the administration and annual renewal of the Allied insurance program.
- Coordinate truck inspections and other requirements for vehicles actively participating in the insurance program.
- Assist with the preparation and submission of insurance deductions.
- Manage Verisk MVR-related truck listings, invoices, and supporting information.
- Assist Operations with special Certificate of Insurance (COI) requests when necessary.
- Manage and monitor RSRM-provided safety equipment, including dashboard cameras, rear cameras, memory cards, safety stickers, and related inventory.
- Monitor compliance and service requirements for company vehicles.
- Coordinate company vehicle maintenance and review related service and maintenance invoices.
- Review and confirm Quartix GPS information and coordinate related invoices and vehicle listings.
- Conduct periodic office visits to verify emergency kits, generators, and other safety-related equipment.
- Coordinate and resolve operational issues related to fuel cards when necessary.
- Maintain and update contracts in the appropriate systems.
- Prepare truck information required for contract distribution and monitor completion of required driver/owner signatures.
- Process and coordinate supporting documentation related to truck-owner loan requests.
4. Risk Data, Systems & Process Improvement
- Analyze Safety, accident, claims, insurance, and operational information to identify trends and areas of potential risk.
- Develop and monitor performance indicators that support Safety and Risk Management decision-making.
- Use available data to identify opportunities to improve Safety performance, operational controls, and program effectiveness.
- Periodically evaluate processes under the position’s responsibility and recommend improvements.
- Maintain and monitor Excel-based tools, macros, reports, and other systems used to support the program.
- Identify opportunities to improve, automate, or simplify existing processes.
- Support Management with information and analysis required to evaluate the performance of the Safety and Insurance programs.
5. Operational & Cross-Functional Support
- Serve as a primary operational resource for Safety Coordinators, Operations, drivers, and Allied administrative personnel on matters related to Safety, Compliance, Insurance, and RSRM procedures.
- Provide guidance and clarification regarding RSRM processes, requirements, and documentation.
- Support special projects involving RSRM information, procedures, or systems.
- Coordinate with internal departments and external partners to resolve outstanding operational issues.
- Address driver and Operations requests involving documentation, claims information, insurance requirements, and other matters within the scope of the Safety and Risk Management Program.
- Identify significant compliance, Safety, claims, or operational issues and escalate them to Management when appropriate.
Requirements
- Bachelor’s degree in Business Administration, Transportation, Logistics, Safety Management, Risk Management, or a related field preferred. Equivalent relevant experience may be considered.
- Minimum 3–5 years of experience in transportation Safety, trucking operations, fleet Safety, Risk Management, insurance, claims, or regulatory compliance.
- Strong knowledge and practical experience with FMCSA and DOT regulations applicable to commercial trucking operations, drivers, and vehicles.
- Experience managing driver and vehicle compliance, including DQ files, MVRs, CDL/medical requirements, inspections, accident reporting, and related regulatory documentation.
- Experience with commercial vehicle accident response, claims coordination, insurance programs, and fleet Safety administration.
- Demonstrated leadership or supervisory experience, with the ability to guide Safety Coordinators and work effectively with Operations, Management, drivers, insurance partners, TPAs, and vendors.
- Bilingual English/Spanish required, with strong written and verbal communication skills in both languages.
- Strong analytical and organizational skills, including the ability to monitor Safety KPIs, accident and claims trends, compliance performance, and operational risk.
- Strong proficiency in Microsoft Excel and reporting tools; experience with fleet management, GPS/telematics, MVR, dashboard camera, or Safety systems is preferred.
- Ability to conduct Safety training, compliance reviews, and internal audits, identify deficiencies, and recommend corrective actions and process improvements.
- Ability to manage multiple priorities, respond to time-sensitive Safety or accident situations, and escalate significant risks appropriately.
- Valid driver’s license and ability to travel to company offices and operational locations as needed.
Preferred Qualifications
- Experience in the trucking, transportation, commercial fleet, or construction hauling industry.
- Experience supporting FMCSA/DOT audits or compliance reviews.
- Knowledge of commercial auto insurance and claims administration.
- Safety, Transportation, Fleet, DOT Compliance, or Risk Management certifications are a plus.
Job Type: Full-time
Pay: $65,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
