Job Description: Safety Administration Assistant
Job Title: Safety Administration Assistant
Department: Safety & Compliance
Reports To: Safety Director
Employment Type: Full-Time
Position Summary
The Safety Administration Assistant provides administrative support to the Safety Department by ensuring compliance with Federal Motor Carrier Safety Administration (FMCSA) and Department of Transportation (DOT) regulations. This position assists with maintaining driver qualification files, monitoring compliance records, coordinating safety training, and supporting accident and incident reporting. The ideal candidate must be detail oriented, organized, and capable of handling confidential information while working in a fast-paced trucking environment.
Key Responsibilities
Ø Maintain and update Driver Qualification (DQ) files to ensure DOT compliance.
Ø Monitor CDL, medical certificate, MVR, and annual review expiration dates.
Ø Assist with onboarding new drivers, including collecting and verifying required documentation.
Ø Maintain electronic and paper safety records in accordance with FMCSA regulations.
Ø Daily review and track Hours of Service (HOS) compliance and assist with log audits, as well as one on one coaching and training of found violations/errors.
Ø Schedule drug and alcohol testing, including pre-employment, random, post-accident, and return-to-duty testing as needed
Ø Assist in gathering accident report data, claims documentation, and corrective action records as needed
Ø Assist in coordination of driver safety materials and ongoing safety training.
Ø Monitor safety event reporting systems, telematics, and driver scorecards.
Ø Heavy communication with drivers regarding compliance issues, documentation requirements, and safety initiatives.
Ø Assist during DOT audits, inspections, and compliance reviews.
Ø Maintain confidentiality of employee and company records.
Ø Perform other administrative duties as assigned by the Safety Manager.
Qualifications
Ø High school diploma or GED required; associate degree preferred.
Ø Previous administrative experience, preferably in transportation, logistics, or safety.
Ø Knowledge of DOT/FMCSA regulations is preferred, but willing to train
Ø Proficiency with Microsoft Office (Word, Excel, Outlook).
Ø Experience with transportation management systems, ELD platforms, or safety software is a plus.
Ø Strong organizational, communication, and multitasking skills.
Ø Excellent attention to detail and accuracy.
Ø Ability to work independently and as part of a team.
Physical Requirements
Ø Ability to sit for extended periods while working on a computer.
Ø Occasionally lift up to 25 pounds.
Ø Ability to file documents and move throughout the office as needed.
Benefits
Ø Competitive salary
Ø Health, dental, and vision insurance available
Ø Paid time off and holidays
Ø 401(k) with company match
Ideal Candidate
The successful candidate should be highly organized, dependable, and committed to promoting a culture of safety and regulatory compliance. They demonstrate professionalism, discretion, and the ability to manage multiple priorities while supporting drivers and ensuring the company meets all DOT and FMCSA requirements.
Pay: $40,000.00 - $50,000.00 per year
Work Location: In person
