Fleet Compliance Coordinator - US DOT

Fleet Compliance Coordinator U.S. DOT

Location: Chandigarh / Mohali, India (on-site) Type: Full-time Shift: 8:30 pm to 5:30 am

About

A fast-growing US trucking company serving public works and heavy-civil projects. Our India leadership team owns mission-critical ops that keep trucks moving, drivers supported, and audits clean every time.

What This Role Is

This is the day-to-day compliance backbone for our drivers. You own the records: hours checked against GPS, driver qualification files kept clean and current, daily inspections verified, new drivers onboarded start-to-finish, and every piece of paperwork ready the moment a CHP, DOT, or insurance audit lands. It's detail-heavy, deadline-driven, and involves direct phone and email contact with U.S.-based drivers so fluent English and airtight organization are non-negotiable.

This is not an entry-level seat. We can train you on our systems and our specifics, but you need real prior background in U.S. trucking / DOT compliance walking in the door.

Core Responsibilities

Daily Hours & GPS Oversight

• Pull and record daily driver hours from Samsara (GPS/ELD)
• Flag idle, standby, and roadside stop time that shouldn't be billed catch instances where a driver is charging us for sitting on the side of the road or otherwise not working
• Monitor California intrastate Hours of Service compliance (12-hr driving / 16-hr on-duty limits) and ELD logs
• Cross-check driver-reported time against Samsara telematics for accuracy

Daily Inspections & Recordkeeping

• Review daily DVIRs to confirm every driver completed both pre-trip and post-trip inspections (49 CFR 396.11 / 396.13)
• Chase down missing, late, or incomplete DVIRs same-day
• Intake and file daily driver paperwork: time sheets, log sheets, and fuel sheets
• Maintain clean, organized digital records for every driver, every day

Weekly Reconciliation

• At the end of each week, reconcile submitted time cards against Samsara GPS
• Contact drivers directly on any discrepancy e.g., "your time card shows more hours than the GPS" and resolve before the payroll cutoff
• Hand off clean, reconciled hours for payroll (this role captures and verifies; it does not run payroll)

Driver Onboarding

• Process new driver applications as they come in
• Coordinate the DOT pre-employment drug test and track results to completion
• Collect and verify all onboarding paperwork; build and maintain each driver's Driver Qualification (DQ) file — application, MVR, DOT medical card/physical, road test, previous-employer verifications (49 CFR Part 391)
• Run FMCSA Drug & Alcohol Clearinghouse queries
• Get signed acknowledgments on the driver handbook and safety handbook and file them
• Enroll new drivers in Great Western Academy for the 9-hour training, then confirm completion before they start in-person training with our driver

Ongoing Compliance Tracking

• Track and flag expirations ahead of time: CDL, DOT medical cards, and other credentials — nothing lapses on your watch
• Maintain DOT drug & alcohol testing program records (pre-employment, random pool, post-accident, reasonable suspicion — 49 CFR Part 382)
• Keep DQ files and inspection records audit-ready year-round, not just when an audit hits

Audit Support

• When CHP, DOT, or insurance audits come up, gather and organize every required document
• Package and send the compiled paperwork to our U.S. office to prep for the audit
• Be the single point of contact for pulling any compliance record on request

Required

• Prior hands-on experience in U.S. trucking / fleet compliance / DOT recordkeeping — e.g., BPO or back-office for a U.S. carrier, a safety/compliance role, or similar. Field-specific background is required.
• Working knowledge of FMCSA / U.S. DOT regulations — 49 CFR Parts 382 (drug & alcohol), 391 (driver qualification), 395 (hours of service), and 396 (inspection/maintenance/DVIRs)
• Fully fluent English, spoken and written — comfortable and confident making outbound calls to U.S. drivers
• Top-tier organization and attention to detail — able to juggle many records, drivers, and deadlines without dropping anything
• Bachelor's degree or diploma — business, commerce, logistics/supply chain, or a related field preferred
• Willing and able to work a full-time night shift on-site in Mohali (Chandigarh)
• Proficient with cloud-based business tools and comfortable learning new software quickly

Preferred (Strong Plus)

• Hands-on with Samsara (GPS/ELD), CDLSuite, or comparable fleet/compliance platforms
• Familiarity with California intrastate trucking rules — CA HOS, CHP BIT terminal inspections, CARB Clean Truck Check
• Experience building and maintaining DQ files and running Clearinghouse queries
• Direct experience supporting DOT or insurance audits

Traits We're Screening For

• Great communication — on the phone with drivers every week, so clear, confident, neutral-accent English is essential
• Organized to a fault — systems, folders, checklists, follow-ups all in order
• Follows through — closes loops without being chased or reminded
• Discreet — handles driver personal information with confidentialityRole & responsibilities