Fleet Operations and Compliance Specialist

Fleet Operations and Compliance Specialist

The Fleet Operations & Compliance Specialist plays a critical role in ensuring the organization’s fleet operates safely, efficiently, and in full compliance with federal, state, and industry‑specific regulations. This position oversees regulatory monitoring, documentation management, and compliance enforcement across all facilities, while supporting risk mitigation and legal processes related to fleet operations.

Essential Duties

Regulatory Compliance & Monitoring

• Monitor and interpret federal, state, and local regulations affecting fleet operations, including DOT rules, state fleet laws, and medical transport regulations.
• Maintain up‑to‑date knowledge of regulatory changes and communicate requirements to internal stakeholders.
• Ensure organizational fleet policies align with all applicable laws and industry standards.

Driver & Fleet Compliance Documentation

• Maintain complete and accurate driver qualification files, including license verification, medical certifications, and training records.
• Oversee compliance documentation for all fleet assets and drivers across facilities.
• Track and resolve vehicle use violations and ensure corrective actions are documented.

Reporting & Legal Support

• Prepare and submit required regulatory reports in accordance with state and federal guidelines.
• Support litigation involving fleet‑related incidents by coordinating documentation, timelines, and evidence.
• Collaborate with legal teams and insurance partners to manage claims and provide necessary documentation.

Vendor & Insurance Coordination

• Manage fleet vendor agreements, ensuring contract terms support compliance and operational needs.
• Review insurance policy language to ensure proper coverage for all fleet assets.
• Coordinate with insurance brokers to maintain accurate and compliant insurance records.

Minimum Requirements

Education and/or Experience

• 3+ years of experience in fleet operations, regulatory compliance, transportation safety, or a related discipline.
• Working knowledge of DOT regulations, state vehicle laws, and industry‑specific transport regulations (including medical transport, if applicable).
• Experience maintaining driver qualification files and compliance documentation.
• Familiarity with insurance policy language, claims documentation, and vendor contract management.
• Strong analytical, organizational, and documentation skills.
• Proficiency with fleet management systems, compliance platforms, and Microsoft Office Suite.
• Ability to communicate effectively with legal teams, administrators, and regulatory agencies.

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer.
• Occasional standing, walking, or lifting of files or equipment up to 20 lbs.
• Ability to travel between facilities or to regulatory offices as needed.
• Must be able to review detailed documents, digital records, and reports with accuracy.

Key skills/competency

• Fleet Operations
• Regulatory Compliance
• DOT Regulations
• Transportation Safety
• Driver Qualification Files
• Compliance Documentation
• Risk Mitigation
• Legal Support
• Vendor Management
• Insurance Coordination