DOT Compliance Administrator

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The DOT Compliance Administrator plays a critical role in supporting the organization's compliance with Department of Transportation (DOT), FMSCA and other federal and state transportation related regulations. This position ensures accurate documentation, timely reporting, and effective coordination of compliance-related activities across the equipment fleet. The ideal candidate will be detail-oriented, organized, and capable of managing multiple administrative tasks while maintaining strict adherence to regulatory standards.Essential Functions

• Maintain and update DOT driver qualification files.
• Monitor expiration dates for CDL licenses, medical cards, and other DOT-required certifications.
• Enter DOT drug and alcohol testing in required databases, including Federal clearinghouse, in accordance with DOT regulations.
• Accurately maintain driver files in Encompass.
• Prepare and submit required DOT reports and documentation to internal stakeholders and external agencies.
• Ensure all compliance records are stored securely and are easily retrievable for audits.
• Report non-conformances to Trucking Manager, or other responsible parties, on a timely basis.
• Assist in onboarding new drivers and mobile equipment by collecting and verifying required documentation.
• Support inventory tracking and asset management for fleet-related items.
• Respond to internal and external inquiries regarding DOT compliance and equipment documentation.
• Draft correspondence, memos, and reports related to equipment operations and compliance.
• Schedule meetings, maintain calendars, and support departmental communications.
• Identify opportunities to streamline compliance workflows and improve documentation accuracy.
• Collaborate with internal stakeholders, including, but not limited to, HR, Safety, and Operations teams to ensure alignment with company policies and regulatory requirements.

• Additional duties and responsibilities as assigned, including but not limited to continuously growing in alignment with the Company’s core values, competencies, and skills.

Education Qualifications

• Required High School or Equivalent

Experience Qualifications

• Required 3+ years administrative support position
• Required 1+ years transportation (DOT, FMCSA) compliance

Skills and Abilities

• Excellent communication skills, including telephone, personal and e-mail
• Excellent skills in Excel and other Microsoft Office software
• Strong attention to detail
• Proven ability to multi-task and work independently or in a team setting.
• The ability to partner with appropriate levels within the organization
• Independent, confident thinker with a high comfort level with ambiguity
• Must maintain regular, dependable attendance and a high level of performance
• Experience maintaining positive relationships and operating with a high level of integrity
• Strong attention to detail and effective organizational skills
• Must project a positive, collaborative, and professional demeanor at all times
• Solid interpersonal skills with experience building and maintaining professional relationships across teams in a collaborative manner
• Demonstrated ability to anticipate needs, meet deadlines, and adapt in the face of changing priorities
• Regular and predictable attendance is an essential function of this role
• Strong MS Office experience, must have hands-on Excel experience
• Must pass a pre-employment drug screen

Licenses and Certifications

• Valid drivers license Required

Working Conditions/Physical Demands

• Sits at a desk for up to 8 hours per day
• Uses a computer keyboard & monitor for up to 8 hours per day
• Exposure to office equipment including copy machines, printers
• Exposure to mobile and fleet vehicles

About Milestone Contractors

Milestone Contractors is a privately held, family-owned business headquartered in Indianapolis. Milestone Contractors is a fully integrated heavy construction company specializing in highway, bridge, asphalt and concrete paving and site development. Over its 30-year history, Milestone has built a reputation for prioritizing safety, quality, people and innovation. Milestone Contractors is a part of The Heritage Group's family of companies. Learn more at https://www.milestonelp.com/

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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