Compliance Administrative Coordinator

Cobalt Civil, LLC; Winchester (IN); On-site; USD 25,000 - 28,000; Full time

Job summary

Cobalt Civil, LLC is seeking a Compliance & Administrative Coordinator to support HR, Safety, and Fleet in Winchester, IN. This in-office role handles recruitment tasks, new-hire setup, fleet and safety recordkeeping, and compliance administration.

It offers exposure to multiple operations areas and requires strong organization and attention to detail. The position supports established processes and coordination with department managers.

Qualifications

• High school diploma or equivalent required.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities, recurring tasks, and deadlines.
• Strong follow-through and problem-solving skills.
• Professional written and verbal communication skills.
• Comfortable using Microsoft Office and learning multiple software systems and online platforms.
• Ability to accurately maintain records and confidential information.
• Ability to follow established procedures and elevate issues appropriately.
• Previous administrative, HR, Safety, Fleet, transportation, or construction experience is preferred but not required.
• Primarily computer-based work; must be able to lift and carry boxes of PPE, work apparel, and files.

Responsibilities

• Assist with recruiting activities, including applicant entry, phone screens, interview scheduling, and candidate communication.
• Coordinate pre-employment requirements including background checks.
• Complete new-hire setup in applicable company systems and coordinate IT and company credit card setup.
• Prepare new-hire orientation materials and assist with orientation coordination.
• Maintain employee information, HR calendars, and office/shop leave requests.
• Assist with company events and other HR administrative needs.
• Maintain fuel card administration, including employee setup and card ordering.
• Maintain company vehicle and truck assignments and update applicable systems.
• Assist with quarterly IFTA reporting, annual Form 2290 processing, and other required Fleet reporting.
• Coordinate vehicle licensing, registrations, IRP registrations, and renewals.
• Assist with GPS systems and general Fleet recordkeeping.
• Provide other administrative support as assigned by the Fleet Director.
• Maintain employee driver files and track required documentation, including driver's licenses, medical cards, MVRs, insurance certificates, and other driver requirements.
• Coordinate pre-employment requirements with drug testing and MVRs.
• Assist with CDL compliance processes, including FMCSA Clearinghouse queries, Performance History Records Requests, and drug and alcohol testing administration.
• Track missing and expiring driver documentation and follow up as needed.
• Assist with customer and jobsite compliance systems and credentials, including ISN, Avetta, CSC, TWIC, and similar requirements.
• Coordinate ordering of PPE, work apparel, company merchandise, and client gifts.
• Provide other administrative support as assigned by the Safety Director.

Skills

Organizational skills

Attention to detail

Multitasking

Communication skills

Microsoft Office

Record keeping

Problem-solving

Procedural compliance

Team collaboration

Adaptability

Education

High school diploma or equivalent

Job description

Compliance & Administrative Coordinator

Department: Administration - Supporting Human Resources, Safety & Fleet

Position: Full-Time

Location: Winchester, IN (In-Office)

Schedule: Monday - Friday

Pay Range: $18.00 - $20.00 per hour, depending on experience

Level: Entry-Level / Developing

Position Summary

The Compliance & Administrative Coordinator provides administrative and operational support across the Human Resources, Safety, and Fleet departments. This position is responsible for coordinating routine processes, maintaining accurate records and systems, tracking required documentation, and helping ensure administrative tasks are completed accurately and on time. This role is ideal for someone who is organized, detail-oriented, dependable, and comfortable managing multiple priorities. The position provides exposure to several areas of company operations and offers an opportunity to develop experience in HR, Safety, Fleet, and compliance administration. The Compliance & Administrative Coordinator supports established processes and communicates items requiring review to the appropriate department manager. This position does not independently make HR, Safety, Fleet, driver qualification, or regulatory compliance decisions. The HR Manager, Safety Director, and Fleet Director retain responsibility for decisions, approvals, compliance oversight, and outcomes within their respective departments.

Primary Responsibilities

Human Resources & New Hire Administration

• Assist with recruiting activities, including applicant entry, phone screens, interview scheduling, and candidate communication.
• Coordinate pre-employment requirements including background checks.
• Complete new-hire setup in applicable company systems and coordinate IT and company credit card setup.
• Prepare new-hire orientation materials and assist with orientation coordination.
• Maintain employee information, HR calendars, and office/shop leave requests.
• Assist with company events and other HR administrative needs.

Fleet Administration

• Maintain fuel card administration, including employee setup and card ordering.
• Maintain company vehicle and truck assignments and update applicable systems.
• Assist with quarterly IFTA reporting, annual Form 2290 processing, and other required Fleet reporting.
• Coordinate vehicle licensing, registrations, IRP registrations, and renewals.
• Assist with GPS systems and general Fleet recordkeeping.
• Provide other administrative support as assigned by the Fleet Director.

Safety & Driver Compliance Administration

• Maintain employee driver files and track required documentation, including driver's licenses, medical cards, MVRs, insurance certificates, and other driver requirements.
• Coordinate pre-employment requirements with drug testing and MVRs.
• Assist with CDL compliance processes, including FMCSA Clearinghouse queries, Performance History Records Requests, and drug and alcohol testing administration.
• Track missing and expiring driver documentation and follow up as needed.
• Assist with customer and jobsite compliance systems and credentials, including ISN, Avetta, CSC, TWIC, and similar requirements.
• Coordinate ordering of PPE, work apparel, company merchandise, and client gifts.
• Provide other administrative support as assigned by the Safety Director.

Qualifications

• High school diploma or equivalent required.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities, recurring tasks, and deadlines.
• Strong follow-through and problem-solving skills.
• Professional written and verbal communication skills.
• Comfortable using Microsoft Office and learning multiple software systems and online platforms.
• Ability to accurately maintain records and confidential information.
• Ability to follow established procedures and elevate issues appropriately.
• Previous administrative, HR, Safety, Fleet, transportation, or construction experience is preferred but not required.
• Primarily computer-based work; must be able to lift and carry boxes of PPE, work apparel, and files.

What Success Looks Like

A successful Compliance & Administrative Coordinator:

• Keeps records, systems, and documentation accurate and current.
• Completes recurring administrative and compliance-related tasks by established deadlines.
• Proactively follows up on missing or expiring information.
• Communicates effectively with employees, supervisors, managers, vendors, and outside agencies.
• Manages multiple responsibilities while maintaining organization and attention to detail.

Other duties may be assigned based on operational needs.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or protected veteran status.