SUMMARY:
The purpose of this position is to ensure company compliance with all DOT regulations and company policies while supporting daily operational, safety, maintenance, and administrative functions. This role is responsible for processing new hire drivers (both company drivers and independent contractors), maintaining accurate records, coordinating driver and equipment compliance, troubleshooting technical issues, and assisting with office and fleet management duties.
ESSENTIAL FUNCTIONS:
COMPLIANCE & SAFETY
- Process all new hires including Clearinghouse, Motor Vehicle Record (MVR), PSP, and drug testing requirements
- Conduct new driver orientations and ensure all onboarding paperwork and driver qualification files are complete using required checklists
- Set up random drug testing programs and complete quarterly random selections
- Monitor Encompass for expiring documents and notify drivers and management of upcoming renewals
- Coordinate inspections and update Encompass with new expiration dates while properly filing all documentation
- Pull MVRs to verify updated medical certificate information and driver eligibility
- Create and maintain H2S and Hazmat certification cards
- Set up VILKs and maintain related records
- Audit truck, trailer, and driver files bi-monthly to ensure compliance
- Track CSA inspections and maintain accurate inspection documentation
- Review independent contractor / owner-operator maintenance logs for completeness and contact drivers regarding missing logs
- Complete employment verifications as requested
- Update orientation materials, policies, lease agreements, and company documents as needed
FLEET & EQUIPMENT MANAGEMENT
- Obtain and maintain truck registrations and permits as needed
- Pull fuel permits and trip permits when required
- Audit Samsara systems to ensure all trucks, cameras, ELDs, and tablets are active and functioning properly
- Add and remove drivers and equipment from Samsara, PakEnergy, MCCS, and other company systems
- Coordinate with vendors to replace malfunctioning cameras, ELDs, tablets, printers, and other equipment
- Activate, set up, troubleshoot, and distribute tablets, printers, ELDs, cameras, cords, mounts, and related equipment
- Assist drivers with printer, tablet, ELD, and other technical issues
- Create, audit, and maintain truck books and driver qualification files
- Work with the shop department to collect completed work orders and verify all required information is included
- Maintain monthly maintenance logs for company trucks, including attaching receipts and work orders and cross-referencing maintenance tracking reports
ADMINISTRATIVE & OFFICE SUPPORT
- Update and maintain employee roster, truck/trailer lists, and audit insurance driver lists
- Send notifications to insurance, dispatch, and company personnel regarding new hires and staffing changes
- Maintain accurate driver onboarding and scheduling records
- File and sort invoices for shop and office operations while maintaining accurate records of expenses
- Monitor and order office supplies as needed
- Process monthly expense reports
- Pay office bills and occasionally prepare company checks
- Handle incoming and outgoing company mail
- Perform filing and general administrative duties
DRIVER SUPPORT & COMMUNICATION
- Provide support to drivers regarding compliance, equipment, and operational issues
- Work closely with drivers to resolve operational and compliance-related concerns
- Track attendance for safety meetings and maintain required logs and records
- Must be willing to assist team members and support operational needs as necessary
- Complete other duties as assigned by management
QUALIFICATIONS:
- High school diploma or equivalent required
- Minimum 2 years of experience in transportation, logistics, safety, fleet administration, customer service, or related administrative roles preferred
- Experience with Samsara, Encompass, PakEnergy, or similar fleet management/compliance software preferred
- Bilingual English/Spanish skills strongly preferred due to daily driver communication
- Basic Microsoft Office skills required; intermediate to advanced experience preferred
- Strong listening, written, and verbal communication skills required
- Strong organizational skills and attention to detail required
- Ability to juggle competing priorities and work effectively in high-pressure situations
- Ability to prioritize and meet deadlines in a fast-paced environment
- Ability to handle confidential information professionally and with discretion
- Must maintain reliable attendance and be dependable in a fast-paced operational environment
- Must be able to work independently and collaboratively within a team environment
- Must be a self-starter capable of working with minimal supervision
WORKING CONDITIONS:
- General office environment requiring sitting or standing for extended periods of time
- Frequent communication with drivers, office personnel, vendors, and shop staff
- Occasionally lift and move office or electronic equipment up to 25 lbs
- Must be willing to assist team members and support operational needs as necessary
Pay: $23.00 - $25.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Experience:
- DOT (Department of Transportation) regulations: 2 years (Preferred)
Language:
Work Location: In person
