Fleet & Training Records Support Admin

Job Description

Essential Duties and Responsibilities

Fleet Safety Administration

• Monitor safety scoring, safety alerts, and safety-related communications.
• Review and document fleet safety events in a timely manner.
• Track driver coaching assignments, completions, and follow-up activities.
• Review crash alerts for additional safety communications
• Review and process speed limit change requests.
• Review and set necessary geo-fencing where appropriate
• Assist with vehicle record administration and fleet database maintenance.
• Monitor vehicle maintenance and recall activity and communicate updates with locations.
• Support fleet licensing, cab card, and registration processes.
• Samsara equipment – monitoring and maintaining new installs and decommissioning sold vehicles

Training Coordination & Employee Development

• Maintain training records and compliance documentation through Asmark and Workday.
• Provide administrative support for safety meetings, training events, and educational initiatives.
• Quarterly Random drug screens 

DOT & Regulatory Compliance

• Maintain and monitor Driver Qualification Files and related DOT records through Asmark
• Track regulatory deadlines and required documentation. (i.e. Mine Safety Training, Hoist training, Inter training & tracking)
• Stay current on applicable federal, state, and industry regulations.

Administrative Support

• Process and maintain confidential records and documentation.
• Coordinate, order, and bill safety-related order request for locations.
• Respond to internal inquiries and provide administrative support to fleet and safety operations.
• Primary handler to the General Safety ticket system
• Invoicing and billing

Required Skills and Qualifications

• Strong organizational skills with exceptional attention to detail required.
• Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
• Excellent written and verbal communication skills.
• Ability to effectively manage multiple priorities and deadlines.
• Strong problem-solving and critical-thinking abilities.
• Ability to handle confidential information with integrity and professionalism.
• Demonstrated ability to work collaboratively in a team-oriented environment.
• Commitment to continuous learning and professional growth.
• Strong knowledge of safety, compliance, and administrative processes preferred.
• Understanding of DOT and OSHA regulations preferred.
• Experience with Samsara preferred

Physical Requirements

The physical demands described are representative of those necessary to successfully perform the essential functions of this position.

• Regularly required to sit, stand, walk, and use hands to operate office equipment.
• Occasionally required to reach, bend, stoop, kneel, or climb.
• May occasionally lift and/or move up to 50 pounds.
• Must possess the ability to read, analyze, and interpret information on a computer screen and from printed materials.
• Occasional travel to branch locations, training events, or investigation sites may be required.

Certificates, Licenses, Registrations: 

• Must maintain a valid driver’s license and demonstrate the ability to drive a vehicle independently.

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