Fleet Compliance Specialist

About the role

The Fleet Compliance Specialist ensures NEFCO’s vehicles and drivers adhere to all relevant regulations and company policies. They coordinate vehicle registrations, permits, insurance, and other compliance-related tasks, ensuring timely and accurate completion of required documentation. This role also involves monitoring and analyzing driver logs, driver qualification files, fuel reports, and telematics data to identify and address compliance concerns with local, state, and federal regulations like DOT and FMCSA. This position works closely with the Fleet Compliance Manager and operates on a hybrid schedule out of NEFCO’s CT Headquarters.

Responsibilities

• Assist in onboarding hires through Foley background and DQF sites, and communicate with recruiting to send hiring paperwork.
• Maintain communication with branch managers about hiring process progress for drivers.
• Maintain driver files and ensure compliance; work with branch logistics managers to obtain proper paperwork.
• Log new drivers into the database and maintain the current driver roster.
• Proactively communicate expiring medical cards and drivers’ licenses.
• Enter new drivers into Geotab and help maintain the website; monitor videos for driver issues and report them to management.
• Participate in driver safety training; ensure all drivers receive driver kits; recommend additional safety considerations.
• Investigate and resolve compliance-related discrepancies.
• Proactively request, maintain, and distribute insurance cards for the entire fleet.
• Monitor the fuel card program; resolve transaction issues, lost cards, and issue cards for new vehicles.
• Promptly enter new drivers into the system for fuel card usage.
• Audit and maintain the Best Pass account.
• Log accidents into the insurance portal and ensure all required information is provided by branch personnel within 24 hours.
• Ensure vehicle fleet maintenance, inspections, and DOT requirements are met and maintained company-wide.
• Recommend changes to safety policies and procedures; maintain the Safety & Training Manual.
• Assist logistics managers and staff to create and provide a safe working environment for all employees.
• Supply insurance, registration/titles, and cards for all vehicles while working with insurance providers to keep records current.
• Investigate, track, and analyze claims.
• Conduct monthly reviews of NEFCO’s Safe Driver Policy; recommend enhancements and communicate eligibility changes.
• Identify ways to minimize workplace injuries and accidents.
• Actively monitor fleet operations via the Geotab portal.
• Ensure driver completion of all assigned NEFCO trainings.
• Collaborate with management to define, refine, and promote best practices.
• Operate under the Leader’s Safety Six protocol:
  • Don’t tolerate unsafe acts
  • Identify and fix unsafe conditions
  • Report EVERY incident
  • Conduct accident investigations
  • Communicate with manager & HR about incidents and subsequent investigations
  • WALK THE TALK
• Perform other duties as assigned.

Requirements

• Previous experience in a Fleet Compliance related role.
• A growing, working knowledge of DOT and FMCSA regulations.
• Proficiency with Microsoft Office Suite.
• Excellent interpersonal and communication skills.
• Ability to (re)prioritize and multitask effectively.
• Ability to learn and retain information quickly, and understand general upstream/downstream implications.
• High drive for results and discipline in execution.
• Ability to analyze data and report findings and recommendations.
• An energetic, self-motivated approach to problem solving.
• Ability to work independently as well as collaborate cross-functionally.
• A strong sense of urgency & bias for action.

Schedule

This position is intended to be a hybrid schedule, as required, out of NEFCO’s CT Headquarters.