Fleet and Safety Compliance Coordinator

Description

Job Title:  Fleet and Safety Compliance Coordinator  
Classification:  Exempt 
Wage Range:  $70,000-$85,000
Reports to: Human Resources Director
Work Location: 5601 Skylab Road, Huntington Beach, CA 92647 (on-site, no remote work available) 

POSITION SUMMARY:
The Fleet and Safety Compliance Coordinator is a pivotal role encompassing two essential areas: fleet management and safety compliance administration. This multifaceted position requires a diverse skill set to handle responsibilities in both domains effectively.

The Fleet and Safety Compliance Coordinator is instrumental in ensuring the safety of company vehicles, adherence to regulations, and the efficient management of workers' compensation claims. This role demands administrative, regulatory compliance, and safety management expertise.

Fleet Coordinator Specific Job Duties:

Key Responsibilities- Fleet Operations Management

• Develop and implement policies and procedures to manage the company's fleet effectively.
• Oversee day-to-day fleet operations, including vehicle maintenance, repairs, and inspections.
• Ensure all vehicles have the necessary safety equipment and comply with regulatory standards.
• Monitor vehicle tracking systems to enhance safe driving and fuel efficiency. 
• Collect and analyze fleet data, including fuel consumption, maintenance records, and driver performance metrics.
• Generate regular reports and present key findings and recommendations to management.
• Identify trends, patterns, and areas for improvement to enhance fleet operations and cost efficiency.
• Maintain an open line of communication with fleet drivers, offering guidance and support in their daily activities.
• Ensure compliance with local government requirements for fleet vehicles. 
• Be ready to relocate fleet vehicles across states for sales operations.
• Oversee and conduct new employee driver safety training and ongoing training

Key Responsibilities- Fleet Maintenance and Repairs 

• Develop and implement a preventive maintenance program to minimize vehicle breakdowns and maximize uptime.
• Collaborate with Enterprise, the company's national fleet partner, to schedule routine maintenance, inspections, and repairs. Evaluate service estimates for reasonability.
• Ensure adherence to maintenance schedules, service contracts, and warranty agreements.
• Maintain notifications for oil changes and accurate vehicle maintenance, repairs, and expense records.

Key Responsibilities- Budgeting and Cost Control

• Develop and manage the fleet budget, including expense forecasting and variance tracking. 
• Forecast how many vehicles will expire in a specific year. 
• Annually review contracts with Enterprise, assessing market comparisons, and conducting the RFP process as necessary
• Analyze fleet-related costs and identify opportunities for cost reduction without compromising safety or quality.
• Provide insights on the optimal use of vans
• Evaluate the performance of vehicle suppliers, negotiating favorable contracts and pricing.

Key Responsibilities- Fleet Compliance 

• Ensure vehicle registration, licensing, and insurance requirements, including proper licensing for tour drivers.
• Promptly report accidents and incidents, conducting thorough investigations to determine causes and prevent future occurrences.
• Prepare for and assist in DOT audits, ensuring that all records, documentation, and safety practices meet DOT regulatory standards.
• Ensure necessary drug and/or alcohol testing for commercial drivers when mandated. 
• Maintain accurate records of driver qualifications, vehicle maintenance, and HOS compliance, including Electronic logging devices (ELDs). 

Safety Compliance Specific Job Duties

Key Responsibilities- Workers’ Compensation Management

• Receive and process workers' compensation claims.
• Investigate claims, gather information, and communicate with injured employees, supervisors, medical providers, and insurance companies.
• Authorize medical treatment and benefits.
• Track the progress of claims, ensuring timely and equitable resolutions.
• Collaborate with human resources and supervisors to facilitate the return of injured employees to work through modified duty or other accommodations when appropriate, monitoring and supporting the transitional work process.
• Educate and train employees on workers' compensation policies and procedures.
• Monitor workers' compensation costs and trends.
• Provide information on safety measures and accident prevention.

Key Responsibilities-Safety Documentation 

• Maintain evidence of insurance coverage from contracted vendors.
• Ensure insurance certificates provide proper coverage, review policy limits and maintain policies with current effective dates.
• Review and, in collaboration with the Safety Engineer, approve and maintain Contractor Qualification Forms.

Other:

• Engage in bending, stooping, or walking materials between different locations.
• Meet physical demands, including standing, walking, lifting, and bending.
• Lift objects weighing a maximum of 30 pounds.
• Demonstrate specific visual abilities like close vision, depth perception, and the ability to adjust focus.
• Perform any other duties as required.

Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions.

Qualifications

EDUCATION & EXPERIENCE

• Bachelor's degree in Business, Logistics or a related field (preferred).
• Valid driver's license.
• Strong knowledge of vehicle maintenance and repair procedures.
• Familiarity with regulatory requirements and compliance in the transportation industry.
• Proven experience in fleet management, logistics, or transportation operations.
• Proficient in using fleet management software and tracking systems
• Five years of workers’ compensation administration experience is preferred

 
COMPETENCIES

• Effective prioritization skills
• Exceptional verbal and written communication abilities
• Outstanding organizational skills with great attention to detail
• Excellent time management skills, coupled with the ability to meet deadlines
• Strong analytical and problem-solving aptitude
• Proficiency in devising appropriate solutions for emerging issues
• Ability to work under pressure and make decisions in a fast-paced environment.
• Demonstrated interpersonal skills when collaborating with different departments
• Proficiency in bilingual (Spanish/English) communication is preferred

COMPUTER PROGRAMS

• Proficiency in Microsoft Suite applications (Word, Excel, Outlook, PowerPoint, SharePoint )
• HRIS experience (Paycom), a plus
• Fleet tracking experience (Samsara), a plus
• Learning Management System (EdApp), a plus

Salary : $70,000 - $85,000