SENIOR SAFETY & DOT COORDINATOR
JOB SUMMARY
Tri Star is seeking a highly organized, detail-oriented Safety & Compliance Coordinator to support driver qualifications, leasing and de-leasing, DOT compliance, safety administration, training, file auditing, and accident/incident processes.
The ideal candidate will have strong knowledge of DOT and FMCSA requirements, excellent communication skills, and the ability to manage multiple compliance-related deadlines and documentation requirements. This position works closely with drivers, owner-operators, terminals, Safety, Operations, Management, and third-party vendors to ensure that drivers, equipment, and company records remain qualified, current, and compliant.
REPORTING RELATIONSHIPS
The Senior Safety & Compliance Coordinator reports directly to and is fully accountable to the Director of Safety hereafter referred to as manager.
QUALIFICATIONS / REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential function and essential duty listed below satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Education and Experience:
- Required: A High School Diploma or GED (a bachelor’s degree is a plus)
- Required: Experience in using "Ten Street" software for onboarding drivers.
- Required: Minimum of 2 years of truck driver recruiting experience.
- Required: Proficient computer skills that include Excel, Outlook, PowerPoint and Word.
- Preferred: Experience working in a transportation or logistics environment and larger company.
SKILLS / ABILITIES
- Review driver applications for completeness and accuracy and identify missing or incorrect information.
- Apply Tri Star's minimum driver qualification standards and applicable DOT requirements.
- Obtain, review, and interpret required pre-qualification reports, including: Motor Vehicle Reports (MVR), background and criminal history checks
- Pre-Employment Screening Program (PSP) reports
- FMCSA Drug & Alcohol Clearinghouse inquiries
- Coordinate DOT pre-placement regulated drug screening.
- Communicate qualification and disqualification decisions clearly and promptly to drivers, terminals, management, and the Safety Director.
- Maintain required retention documentation for declined applicants.
- Identify the specific qualification requirements a driver does not meet and accurately communicate the reason for the decision.
- Coordinate next steps with qualified drivers and terminals.
- Schedule and track DOT pre-placement drug screens.
- Assign and monitor required orientation and training through third-party systems.
- Follow up with drivers to ensure required screening and training are completed timely.
- Prepare and distribute driver leasing packets and required forms to terminals.
- Review driver and owner-operator packets for completeness, accuracy, and proper execution.
- Ensure required driver, owner, personal, Drug & Alcohol, truck, and trailer files are established and maintained correctly.
- Complete driver, truck, and trailer deactivation processes.
- Remove applicable drivers and equipment from Star Tracker and third-party vendor systems.
- Pull and organize required files and document de-lease dates and applicable retention periods.
- Complete deactivation checklists and coordinate the return of company property and required items.
- Communicate de-leasing activity to terminals, Settlement, Safety, and Management.
- Submit required deactivation documentation to Settlement in a timely manner.
- Maintain comprehensive knowledge of DOT Drug & Alcohol Testing requirements, including: Pre-placement testing, testing requirements following periods of inactivity and random testing
- Post-accident testing
- Reasonable-suspicion testing
- Required testing timeframes and procedures
- Administer and maintain FMCSA Clearinghouse requirements, including limited and full inquiries.
- Monitor driver and equipment compliance requirements and expiration dates.
- Track and process: CDL renewals, visa renewals, medical cards, truck and trailer maintenance reports, 90-day inspections, annual inspections, roadside inspections and moving violations
- Escalate unresolved compliance issues to the Safety Director.
- Maintain knowledge of Hours of Service (HOS) requirements and applicable ELD systems.
- Monitor, report, and assist with correction of HOS and ELD compliance issues.
- Understand CSA requirements, the five BASICs, DataQs, and the process for challenging inaccurate roadside inspection, moving violation, or accident information.
- Maintain knowledge of MCS-150 filing requirements and processes.
- Coordinate documentation required for quarterly IFTA and IRP reporting, including fuel receipts, trip reports, and driver logs.
- Run and interpret Star Tracker reports to identify compliance requirements and upcoming expirations.
- Ensure Driver Qualification, Drug & Alcohol, Personal, Owner, Truck, and Trailer files are complete and properly organized.
- Understand and apply DOT retention requirements to applicable records.
- Administer third-party driver and employee training systems.
- Assign and monitor: new driver orientation, operational training and remedial training
- Maintain accurate training records.
- Assist with training and mentoring team members as needed.
- Process roadside inspections and moving violations in accordance with company procedures.
- Identify required remedial training and ensure completion is documented.
- Conduct professional driver coaching sessions when appropriate.
- Identify repeat violations and escalating safety risks and communicate concerns to Management and the Safety Director.
- Work collaboratively with drivers to develop solutions that promote a strong safety culture.
- Recognize when a driver relationship may need to be escalated for Management review.
- Assist with accident and incident intake and documentation.
- Obtain the appropriate information and forms while maintaining a calm and professional interaction with the driver.
- Determine whether DOT Drug & Alcohol testing requirements may apply and promptly escalate when necessary.
- Communicate accident and incident facts accurately to Management.
- Assist with reporting accidents and incidents to the company's insurer.
- Establish and maintain accident/incident files.
- Maintain the accident register in accordance with applicable requirements.
- Assist with document collection for requests for production related to accidents or incidents.
- Assist with claim reviews and related administrative activities.
- Review and process Safety Department invoices accurately and timely.
- Manage invoices and billing from applicable vendors and service providers, including insurance, screening, training, ELD, PSP, IFTA/IRP, toll, and other safety-related vendors.
- Maintain accurate records of invoices and supporting documentation.
- Coordinate the ordering and processing of required permits, including: Trip permits, Fuel permits, Oversize permits, and Overweight/over-width permits
- Coordinate with Sales and Operations when permit requirements involve their assistance.
ESSTIENAL DUTIES AND TASK
- Conduct audits of Driver Qualification, Drug & Alcohol, Personal, Owner, Truck, and Trailer files.
- Identify missing, expired, incomplete, or deficient documentation.
- Document audit findings professionally and accurately.
- Develop and execute plans to bring deficient files into compliance.
- Communicate requirements to drivers, terminals, and managers and follow up until deficiencies are resolved.
- Strong working knowledge of DOT and FMCSA regulations and driver qualification requirements.
- Knowledge of DOT Drug & Alcohol testing requirements and FMCSA Clearinghouse processes.
- Working knowledge of Hours of Service, ELD compliance, CSA, DataQs, MCS-150, IFTA, and IRP requirements.
- Experience reviewing MVRs, PSP reports, background checks, and other driver qualification records.
- Strong attention to detail and document-management skills.
- Ability to interpret regulatory and compliance information and apply company policies consistently.
- Excellent written and verbal communication skills.
- Ability to conduct professional coaching and corrective conversations with drivers.
- Ability to communicate effectively with drivers, owner-operators, terminal personnel, vendors, supervisors, and senior management.
- Strong organizational and time-management skills with the ability to manage multiple deadlines.
- Ability to identify compliance risks and escalate issues appropriately.
- Strong computer skills and ability to learn and effectively use multiple third-party systems.
- Ability to work independently while also functioning effectively as part of a team.
- Ability to maintain confidentiality and handle sensitive driver and employee information appropriately.
- Strong problem-solving skills and the ability to develop practical solutions to compliance issues.
PRFERRED QUALIFICATIONS
- Previous experience in transportation safety, DOT compliance, driver qualification, fleet administration, or trucking operations.
- Experience with FMCSA/DOT compliance and driver qualification files.
- Experience with electronic logging systems and transportation management/compliance software.
- Experience with Star Tracker, Lee Trans, Precise Hire, Infinity/Vertical Alliance, or similar transportation software.
- Experience working with owner-operators and leased drivers.
- Experience with accident/incident administration and insurance claims.
- Familiarity with C-TPAT requirements and training.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made, to enable individuals with disabilities to perform the essential functions.
- This position will be mostly working indoors in a climate-controlled, smoke-free office environment.
- Occasional work outside of the office at networking/trucking events or anything other activities assigned by management.
- The noise level in the work environment is usually moderate.
- Communicate professionally and effectively with drivers, terminals, management, vendors, and coworkers.
- Handle difficult or sensitive conversations with professionalism and respect.
- Conduct driver coaching sessions and communicate corrective actions clearly.
- Follow up consistently when required information or documentation is not received.
- Speak confidently during safety and department meetings.
- Clearly communicate priorities, concerns, and resource needs.
- Work professionally with third-party vendors and service providers.
- Demonstrate initiative when researching procedures, supplies, systems, and compliance requirements.
Success in This Role
Success in this position requires accuracy, urgency, accountability, organization, and strong communication. The Safety & Compliance Coordinator must proactively identify potential compliance issues before they become violations, maintain accurate records, follow established retention and documentation requirements, and ensure that drivers and equipment remain properly qualified and compliant.
Tri Star is seeking a team member who takes ownership, follows through, protects the company's safety culture, and understands that effective compliance requires both attention to detail and strong relationships with drivers and operational teams.
Department: Safety
Reports To: Safety Director
Employment Type: Full-Time
PAY: 50k-65k Annual (Based On Experience)
Benefits Package Includes:
Aetna Health Coverage (both employee and employer contribution)
MetLife Supplemental Insurance Coverage:
Dental PPO Plan (Employee pays 100%)
Vision PPO Plan (Employee pays 100%)
Accident (Employee pays 100%)
Cancer (Employee pays 100%)
Critical Illness (Employee pays 100%)
Hospital Indemnity (Employee pays 100%)
Short Term Disability (Employee pays 100%)
Voluntary Term Life Insurance (Employee pays 100%)
Employer Paid Benefits:
100% Company Paid $25k Basic Term Life
100% Company Paid $25k AD&D
100% Company Paid LTD
100% Company Paid Profit Sharing (eligible after one year of service)
Employee Discounts
EAP – Employee Assistance Program
8 Paid holidays
Paid PTO on Birthday
10 days of PTO after one year of continuous service
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
Pay: $50,000.00 - $65,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Referral program
- Vision insurance
Work Location: In person
