Transportation Safety Compliance Coordinator

Job Title: Compliance Coordinator Department: Safety and Compliance Reports To: Compliance Manager FLSA Status: Non-Exempt Location / Environment: Office-based; standard business hours with occasional extended hours Effective Date: To be updated upon issuance Position Summary The Compliance Coordinator protects Load One's operating authority by ensuring the fleet, its drivers, and its records remain safe, legal, and defendable at all times. This role monitors adherence to DOT/FMCSA regulations, company policy, and safety standards; conducts recurring audits of driver and vehicle files; maintains a documentation trail that can withstand regulatory audit or litigation discovery; and supports driver and asset transitions from onboarding through offboarding. The Compliance Coordinator partners across Safety, Operations, and HR to identify risk early, close gaps quickly, and build a durable culture of compliance. Essential Duties & Responsibilities Documentation & Records Integrity Create and maintain compliance documentation, including policies, procedures, Driver Qualification Files (DQFs), and vehicle/asset folders, in a state that is audit-ready at all times. Maintain records in accordance with FMCSA recordkeeping and retention requirements (49 CFR Parts 391, 395, 396) so files hold up under regulatory review or legal discovery. Prepare and maintain accurate records of compliance activities, audit findings, corrective actions, and investigations. Driver & Vehicle Qualification Ensure all drivers meet required qualifications, including valid licenses, medical certifications, and Motor Vehicle Record (MVR) checks. Monitor driver safety data to flag emerging risk before it becomes a violation or claim. Audit & Regulatory Readiness Own preparation for DOT/FMCSA regulatory audits, including compiling requested documentation and coordinating agency communication with the Compliance Manager. Conduct recurring internal audits: a monthly random review of 15 driver files and 15 vehicle files for completeness and accuracy against FMCSA/DOT standards, and a monthly physical asset audit (Bestpass devices, permits, plates). Run periodic mock audits and self-assessments to proactively surface and correct gaps ahead of external review. Systems & Reporting Use the company's TMS and compliance software as the system of record for driver, vehicle, and compliance data. Report compliance KPIs, audit trends, and open risk items to the Compliance Manager on a regular cadence. Identify and lead process improvement initiatives that reduce manual work and strengthen audit readiness. Onboarding, Offboarding & Cross-Functional Collaboration Support onboarding of new drivers and vehicles from initial orientation through activation, and offboarding/asset retirement through final return and file closure. Collaborate with Safety, Operations, HR, and other stakeholders to mitigate corporate risk through adherence to compliance rules, policies, and procedures. Deliver training and act as a point of reference for drivers and staff on compliance requirements. Other duties as assigned. Performance Metrics & KPIs Success in this role is measured against the following operational benchmarks: Metric / KPI How It's Measured Target / Benchmark Driver & Vehicle Onboarding Cycle Time Time from initial orientation to fully compliant, active status Complete within 2 business days, absent abnormalities Driver Qualification & Vehicle File Audit Random monthly audit of 15 driver files and 15 vehicle files for completeness and accuracy against FMCSA/DOT standards Minimal to no critical findings Physical Asset Audit Monthly review of Bestpass devices, permits, and plates Full pass rate; no unaccounted assets Asset Retirement / Offboarding Validation Monthly audit of all outstanding equipment returns at driver or vehicle separation Fewer than 5 lost physical assets per period Training Completion Tracking of all assigned compliance and safety training Zero late completions Qualif…

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