Safety Assistant

Job Overview

We are seeking a detail-oriented and reliable Safety Assistant to support our Safety & Compliance Department. In this role, you will play a key part in maintaining strict regulatory compliance across our fleet, managing driver records, executing background checks, and enforcing company safety protocols. The ideal candidate has strong working knowledge of FMCSA and DOT regulations, hands-on experience with digital document management platforms like DocuSign, and experience handling driver qualification files.

Key Responsibilities

• FMCSA & DOT Compliance: Maintain complete Driver Qualification (DQ) files, track Hours of Service (HOS) logs, monitor ELD records, and ensure total compliance with Federal Motor Carrier Safety Administration rules.
• Screening & Record Checks: Order, review, and evaluate Motor Vehicle Reports (MVR), Criminal Background Checks (CH), and DOT Drug & Alcohol Clearinghouse records for prospective and current drivers.
• Document Management: Prepare, send, track, and archive driver onboarding packets, compliance disclosures, and policy sign-offs using DocuSign and internal safety systems.
• Safety Protocols & Policy Enforcement: Assist in administering company safety policies, accident reporting procedures, preventative maintenance schedules, and claims processing.
• Driver Onboarding & Audits: Support the onboarding of new commercial drivers and perform routine internal audits to ensure compliance readiness for external DOT audits.
• Communication & Support: Act as a daily point of contact for drivers regarding compliance questions, medical card renewals, license updates, and required safety training.
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Qualifications & Requirements

• Experience: Minimum 2 years of experience in transportation safety, fleet administration, or DOT compliance roles.
• Regulatory Knowledge: Solid understanding of FMCSA guidelines, DOT rules, and commercial transportation safety practices.
• Technical Skills: Proficiency with DocuSign, fleet management software/ELD platforms, background check tools, and Microsoft Office (Word, Excel, Outlook).
• Attention to Detail: Excellent organizational skills with the ability to manage confidential driver files and track expiring compliance documents (CDLs, medical cards, MVRs).
• Communication: Strong written and verbal communication skills to effectively coordinate with drivers, management, and regulatory agencies.