Safety Coordinator

MSF Transport LLC is seeking a highly motivated, organized, and proactive Safety Coordinator / Safety Assistant to support the daily operations of our Safety & Compliance Department.

This position is responsible for assisting with FMCSA and DOT regulatory compliance, driver recruitment and onboarding, Hours of Service (HOS) monitoring, fleet safety documentation, employee records, and CTPAT security compliance.

The ideal candidate must demonstrate strong attention to detail, excellent communication skills, a willingness to learn, and the ability to identify and resolve issues before they develop into violations or operational disruptions.

The Safety Coordinator will work closely with the Safety Director, Operations, Dispatch, Maintenance, and Administration departments to ensure the company’s drivers, equipment, and internal systems remain compliant and operating efficiently.

KEY RESPONSIBILITIES

1. HOURS OF SERVICE (HOS) & ELD COMPLIANCE

• Monitor and review drivers’ Hours of Service (HOS) daily in accordance with FMCSA regulations.
• Identify and address HOS violations, unassigned driving time, missing logs, and discrepancies.
• Monitor driver duty status, available driving hours, and potential compliance risks.
• Train drivers on HOS regulations, ELD procedures, and company policies.
• Review and monitor Samsara ELD records to ensure accuracy and compliance.
• Assist drivers with log corrections and technical issues while maintaining accurate and legally compliant records.
• Monitor the company’s HOS Compliance BASIC performance under FMCSA’s Compliance, Safety, Accountability (CSA) program.
• Provide after-hours assistance using a company-provided phone to support drivers with HOS and ELD questions.
• Immediately report serious or repeated HOS violations to the Safety Manager.

2. DRIVER RECRUITMENT, HIRING & QUALIFICATION

• Recruit, screen, and assist in hiring qualified commercial drivers.
• Coordinate driver interviews, orientation, onboarding, and initial safety training.
• Create, maintain, and regularly audit Driver Qualification (DQ) files.
• Verify required CDL credentials, driving history, medical qualifications, and other applicable employment requirements.
• Request and maintain Motor Vehicle Records (MVRs), including required annual reviews.
• Track expiration dates for licenses, medical certificates, and required qualifications.
• Coordinate pre-employment screening and required background investigations.
• Ensure drivers meet applicable DOT and FMCSA requirements before being dispatched.
• Maintain records of driver training, disciplinary actions, and safety performance.
• Proactively monitor upcoming document expirations to prevent drivers from becoming noncompliant.

3. FMCSA CLEARINGHOUSE & DRUG AND ALCOHOL COMPLIANCE

• Assist in coordinating the company’s DOT Drug and Alcohol Testing Program.
• Coordinate pre-employment drug testing and verify required results before a driver performs safety-sensitive duties.
• Assist with required pre-employment and annual FMCSA Drug and Alcohol Clearinghouse queries, including obtaining appropriate driver consent.
• Coordinate random, post-accident, reasonable-suspicion, return-to-duty, and follow-up testing when applicable and authorized.
• Maintain required program documentation in a secure and confidential manner.
• Track compliance deadlines and follow up with designated testing administrators.
• Notify the Safety Manager immediately of any issue that may affect a driver’s eligibility to operate.

4. SAFETY SYSTEMS & RECORD MANAGEMENT

• Maintain accurate and updated information across all Safety Department systems and databases.
• Ensure driver, equipment, employment, and compliance records match supporting documentation.
• Utilize company systems such as Samsara, McLeod, and other assigned platforms.
• Perform routine internal audits to identify missing, expired, or incorrect records.
• Maintain organized electronic and physical filing systems.
• Ensure documentation is readily available for internal reviews, customer requests, and regulatory audits.
• Protect confidential employee and company information.

5. TRUCK & TRAILER COMPLIANCE

• Ensure all trucks and trailers have the required paperwork to operate legally.
• Monitor vehicle registrations, annual DOT inspections, permits, and other applicable documentation.
• Maintain updated equipment records, including unit numbers, VINs, and compliance documents.
• Coordinate with Maintenance to track preventive maintenance and inspection deadlines.
• Follow up on equipment defects, out-of-service violations, and maintenance-related safety deficiencies.
• Review roadside inspection findings and assist in ensuring corrective actions are completed and documented.
• Monitor Driver Vehicle Inspection Reports (DVIRs) and ensure reported safety-related defects are properly addressed.
• Assist in preventing equipment from being dispatched when it is not legally or safely operable.

6. DOT INSPECTIONS, VIOLATIONS & CSA SCORES

• Monitor FMCSA CSA performance and Safety Measurement System (SMS) information.
• Track violations involving HOS compliance, unsafe driving, vehicle maintenance, driver fitness, and other applicable safety categories.
• Maintain an updated log of DOT roadside inspections and violations.
• Coordinate with Maintenance, Dispatch, and Drivers to ensure violations receive timely attention.
• Assist with DataQs requests when inspection information appears inaccurate and a review is warranted.
• Identify recurring safety issues and recommend corrective actions.
• Prepare performance summaries for management and monitor trends in safety-related violations.
• Assist the Safety Manager in developing preventive measures to improve company safety performance.

7. ACCIDENTS, INCIDENTS & SAFETY INVESTIGATIONS

• Assist with collecting accident and incident reports, driver statements, photographs, and supporting documentation.
• Maintain accident registers and other records required by applicable DOT regulations.
• Coordinate with the Safety Director during accident investigations.
• Assist with retrieving Samsara camera footage and ELD records when necessary.
• Support insurance claims by organizing requested documents and incident information.
• Follow up on corrective actions, retraining, and driver-related safety concerns.
• Maintain confidentiality and accuracy in all incident documentation.

8. HUMAN RESOURCES & CTPAT COMPLIANCE

• Assist Administration with maintaining accurate employee personnel files.
• Ensure employee records are maintained according to company policy and applicable CTPAT security requirements.
• Track employee disciplinary write-ups, attendance records, and approved vacation/PTO balances.
• Coordinate documentation for new hires, employee status changes, and terminations.
• Maintain records of required employee training and security awareness.
• Assist in monitoring completion of CTPAT training and company security procedures.
• Support preparation for CTPAT validations, internal audits, and security reviews.
• Report employee compliance concerns to the appropriate department manager.
• Maintain confidentiality when handling personnel information.

9. DRIVER TRAINING & CONTINUOUS IMPROVEMENT

• Coordinate regular driver safety training and refresher courses.
• Assist with training related to HOS, defensive driving, cargo securement, inspections, CTPAT awareness, and company procedures.
• Ensure attendance and completion records are properly maintained.
• Identify drivers requiring additional training due to repeated violations or safety concerns.
• Communicate updates to applicable DOT regulations and company safety procedures.
• Encourage a safety-first culture throughout the organization.

10. REPORTING & ADMINISTRATIVE RESPONSIBILITIES

• Prepare daily, weekly, monthly, and special reports as requested by the Safety Manager.
• Maintain compliance trackers for drivers, equipment, inspections, and required training.
• Provide clear summaries of outstanding violations, missing documents, and unresolved issues.
• Assist in preparing documentation for DOT audits, customer safety reviews, and other regulatory inspections.
• Maintain follow-up logs to ensure outstanding issues are addressed.
• Participate in departmental meetings and contribute recommendations for operational improvements.
• Perform additional Safety, HR, or compliance-related duties assigned by management.

REQUIRED QUALIFICATIONS

• Bilingual: Must communicate effectively in both English and Spanish, verbally and in writing.
• Strong computer skills and technological proficiency.
• Proficiency in Microsoft Excel, Word, Outlook, and other Microsoft Office applications.
• Highly organized, dependable, and detail-oriented.
• Excellent problem-solving and time-management skills.
• Ability to multitask and manage competing priorities.
• Strong written and verbal communication skills.
• Ability to work independently with minimal supervision.
• Willingness to learn new software, regulations, and operational procedures.
• Comfortable using electronic systems, digital records, and reporting tools.
• Ability to handle sensitive information professionally and confidentially.
• Willingness to provide after-hours driver support when scheduled or required.

Pay: From $800.00 per week

Work Location: In person