DOT Compliance & Fleet Coordinator

We are one of the largest mechanical, electrical, and plumbing contractors in Indiana and among the preeminent specialty contractors in the nation. We specialize in a full range of new and retrofit construction for industrial, food processing, commercial, institutional, healthcare, pharmaceutical, and bio-fuel projects.

About the role

Shambaugh & Son is seeking a DOT Compliance & Fleet Coordinator to manage our fleet regulations, safety protocols, yard operations, and billing workflows. This role provides critical support for customers, field personnel, salespeople, service managers, and operations managers. The ideal candidate balances meticulous federal safety compliance with daily operational dispatch and financial administration.

Responsibilities

• Maintain complete driver files, physical exam records, commercial driver's licenses (CDLs), and background checks.
• Manage mandatory testing programs, random screening consortia, and queries within the FMCSA Clearinghouse system.
• Monitor Electronic Logging Devices (ELDs) to ensure drivers do not exceed legal driving hours.
• Prepare the company for federal safety audits and proactively improve the fleet's Compliance, Safety, Accountability (CSA) scores.
• Document all safety violations, near-misses, or fleet accidents accurately.
• Strategically plan and dispatch pipe loads and project materials.
• Partner closely with fabrication shops to supply needed pipes and raw materials.
• Track detailed inspection, repair, and maintenance records for all commercial motor vehicles.
• Collaborate directly with the in-house garage to resolve mechanical issues quickly.
• Hire, train, and supervise all commercial drivers and yard personnel.
• Execute Time & Materials (T&M) billing and standard AIA billing processes.
• Utilize database systems to track inventory, logistics, and compliance data.
• Other duties as assigned.

Requirements

• Associate Degree in Finance, Business, Logistics, or equivalent hands-on work experience.
• High proficiency in Microsoft Access, Word, and Excel.
• Experience with AS400 systems is highly preferred.
• Prior experience with T&M and AIA billing structures is a major plus.
• Strong working knowledge of FMCSA regulations, ELD monitoring, and DOT audit readiness.
• Self-starter mindset with the ability to communicate effectively with a diverse group of construction personnel.
• High dependability, strong work ethic, and unconditional commitment to safety.
• Regular and reliable attendance, including the ability to work extended hours and weekends as required.

Benefits

We offer employees a competitive salary and benefits package.