Fleet Compliance Coordinator — U.S. DOT
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
Experience 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 confidentiality
Tools you'll work in
Google Workspace · Slack · Monday.com · Samsara · CDLSuite
Pay: ₹600,000.00 - ₹900,000.00 per year
Benefits:
Work Location: In person
