HR Operations & Compliance Specialist

About the Role

The HR Operations & Compliance Specialist provides support to the Human Resources team by administering compliance-related programs and HR operational processes. This role serves as the Designated Employer Representative (DER) under Department of Transportation (DOT) regulations (FRA, FMCSA, FTA) and ensures adherence to federal and state compliance requirements, including drug and alcohol testing and background checks. The Specialist also supports HR operations through vendor coordination, process documentation, and system access administration, contributing to consistent and compliant HR service delivery across the organization.

Responsibilities

• HR Compliance Operations
  • Serve as the Designated Employer Representative (DER), act as the point of contact with drug and alcohol testing service agents, reviewing results, taking required actions, and ensuring compliance with DOT regulations.
  • Provide 24/7 phone coverage on a rotating schedule with alternate DERs.
  • Coordinate Reasonable Cause and Reasonable Suspicion testing in both the US and Canada.
  • Conduct and evaluate e-RAILSAFE, Motor Vehicle Record (MVR), and other position-specific background checks for employees to ensure regulatory and company compliance.
  • Direct and coordinate compliance vendors to administer drug and alcohol testing and physicals for safety-sensitive positions in accordance with company policy and DOT regulations (FRA, FMCSA, and FTA).
  • Coordinate travel, lodging, transportation, and appointments for employees who require Fitness-for-Duty (FFD) or Return-to-Work (RTW) exams and testing.
  • Communicate compliance results to HR leadership, managers, and other stakeholders while maintaining strict confidentiality.
  • Prepare and maintain compliance documentation to support DOT-regulated audits and other regulatory reporting requirements.
  • Prepare and submit required DOT compliance reports to customers via ISN.
• Pre-Employment & Onboarding Compliance
  • Manage pre-employment compliance requirements for new hires including background checks, medical exams, and drug testing to ensure all requirements are met prior to hire.
  • Coordinate with recruiters to administer pre-employment checks in a fair and consistent manner.
  • Facilitate new hire compliance sessions during REMO classes, ensuring all paperwork, drug and alcohol testing requirements, and other regulatory documentation are completed accurately.
  • Track and report on new hire compliance processes, maintaining accurate documentation and ensuring timely completion of requirements.
  • Coordinate return travel for candidates who fail to meet pre-employment medical, drug, or alcohol testing requirements.
• HR Operational Support
  • Coordinate system and vendor access requests, ensuring proper approval and documentation.
  • Support the documentation of HR processes by contributing to SOPs, guides, and process updates for consistency and compliance.
  • Assist with reporting needs by gathering and validating compliance-related data as required.
  • Partner with HR leadership on process improvement initiatives to enhance efficiency and compliance across HR operations.

Requirements

• Education: Bachelor’s degree or higher in human resources, Psychology, Business Management, or a similar field.
• Experience: 4+ years in Human Resources operations, compliance, or related role with knowledge and understanding of federal and state employment laws, audit practices and procedures, and DOT regulations and practices.
• Knowledge, Skills, and Abilities:
  • Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and ability to learn HRIS and compliance tracking systems.
  • Knowledge of federal compliance reporting (EEO-1, AAP, VETS-100).
  • Strong attention to detail and good personal presentation skills.
  • Experience with DOT-regulated programs (FRA, FMCSA, FTA) and Designated Employer Representative (DER) responsibilities.
  • Ability to maintain strict confidentiality with employment recordkeeping.
  • A disciplined work ethic and advocate for Loram’s mission and vision.
• 8+ years combination of experience and education in HR operations, compliance, or related role with knowledge of federal and state employment laws, audit practices and procedures, and DOT regulations and practices.

Preferred Qualifications

• Knowledge, Skills, and Abilities: A working knowledge of railroads, transportation, heavy construction, or combination.
• Licenses/Certifications: PHR or SPHR Certification and/or SHRM-CP or SHRM-SCP.

Pre-Employment Requirements

• The subject’s name must correspond to their Social Security number and date of birth.
• A nationwide, federal, and state criminal background check will be conducted (up to a seven-year history, including incarceration or court supervision). Findings will be reviewed relative to the position requirements.
• Post-secondary education at the associate degree level or higher will be verified, including degree(s) earned and dates of completion.
• All applicants must successfully pass a pre-employment drug test. Employees in safety-sensitive positions are subject to random, reasonable suspicion, and post-incident drug and/or alcohol testing in compliance with federal regulations and company policy. Corporate non-safety applicants are subject to drug testing.
• This position is not eligible for Visa Sponsorship.

Working Conditions

• Office deskwork, sitting, walking, using phone & computer.
• May lift up to 30 lbs. occasionally.
• 5% or more travel.
• Can tolerate variable and sometimes challenging conditions during visits or inspections of company equipment in a railroad environment.

Benefits

• Company-sponsored medical, dental, and vision insurance.
• Health Savings Account (HSA) and Flexible Spending Account (FSA) options.
• Wellness programs.
• Basic life and AD&D insurance.
• Voluntary life insurance.
• Company-paid short-term and long-term disability coverage.
• 401(k) retirement plan including an employer match of 150% up to the first 6% you contribute to the Plan.
• Employee Assistance Program (EAP) and behavioral health support.
• Leaves of absence.
• Tuition reimbursement.
• Payroll charity contributions.
• Adoption assistance.
• Optional plans such as legal, critical illness, and hospitalization.

Pay

The pay range for this position is between $66,600 and $96,600. Loram determines compensation based on factors such as skills, competencies, education, and/or experience. Certain positions may be eligible for an annual bonus and paid time off in addition to base compensation.