DOT Compliance & Fleet Coordinator

EMCOR Group, Inc.; Fort Wayne (IN); On-site; USD 55,000 - 85,000; Full time

Job summary

EMCOR Group, Inc. in Fort Wayne, IN, seeks a DOT Compliance & Fleet Coordinator to manage fleet regulations, safety protocols, yard operations, and billing workflows.

You will support customers, field personnel, and management while ensuring federal compliance and efficient dispatch. The role requires organizing driver files, FMCSA clearinghouse queries, ELD monitoring, and CSA score improvement, plus coordinating material deliveries and maintenance with our in-house garage.

Qualifications

• Associate Degree in Finance, Business, Logistics or equivalent hands-on work experience.
• High proficiency in Microsoft Access, Word, and Excel.
• Experience with AS400 systems is highly preferred.
• Prior experience with T&M and AIA billing structures is a major plus.
• Strong working knowledge of FMCSA regulations, ELD monitoring, and DOT audit readiness.

Responsibilities

• Maintain complete driver files, physical exam records, CDLs, and background checks.
• Manage FMCSA Clearinghouse queries and mandatory testing programs.
• Monitor ELDs to ensure compliant driving hours.
• Prepare for federal safety audits and improve CSA scores.
• Document safety violations, near-misses, and fleet accidents.
• Dispatch pipe loads and project materials.
• Coordinate with fabrication shops for pipes and materials.
• Track maintenance records for all CMVs.
• Collaborate with in-house garage to resolve issues.
• Hire, train, and supervise drivers and yard personnel.
• Execute T&M and AIA billing processes.
• Use databases to track inventory, logistics, and compliance data.

Skills

FMCSA regulations

ELD monitoring

DOT audit readiness

Microsoft Access

Microsoft Word

Microsoft Excel

AS400 systems

T&M billing

AIA billing

self-starter communication

Education

Associate Degree in Finance, Business, Logistics

Tools

AS400

Job description

About Us

We are one of the largest mechanical, electrical, and plumbing contractors in Indiana and among the preeminent specialty contractors in the nation. We specialize in a full range of new and retrofit construction for industrial, food processing, commercial, institutional, healthcare, pharmaceutical, and bio-fuel projects.

Job Summary

Shambaugh & Son is seeking a DOT Compliance & Fleet Coordinator to manage our fleet regulations, safety protocols, yard operations, and billing workflows. This role provides critical support for customers, field personnel, salespeople, service managers, and operations managers. The ideal candidate balances meticulous federal safety compliance with daily operational dispatch and financial administration.

#shambaugh #LI-TS #LI-Onsite

Essential Duties & Responsibilities

• Maintain complete driver files, physical exam records, commercial driver's licenses (CDLs), and background checks.
• Manage mandatory testing programs, random screening consortia, and queries within the FMCSA Clearinghouse system.
• Monitor Electronic Logging Devices (ELDs) to ensure drivers do not exceed legal driving hours.
• Prepare the company for federal safety audits and proactively improve the fleet's Compliance, Safety, Accountability (CSA) scores.
• Document all safety violations, near-misses, or fleet accidents accurately.
• Strategically plan and dispatch pipe loads and project materials.
• Partner closely with fabrication shops to supply needed pipes and raw materials.
• Track detailed inspection, repair, and maintenance records for all commercial motor vehicles.
• Collaborate directly with the in-house garage to resolve mechanical issues quickly.
• Hire, train, and supervise all commercial drivers and yard personnel.
• Execute Time & Materials (T&M) billing and standard AIA billing processes.
• Utilize database systems to track inventory, logistics, and compliance data.
• Other duties as assigned

Qualifications

• Associate Degree in Finance, Business, Logistics, or equivalent hands-on work experience.
• High proficiency in Microsoft Access, Word, and Excel.
• Experience with AS400 systems is highly preferred.
• Prior experience with T&M and AIA billing structures is a major plus.
• Strong working knowledge of FMCSA regulations, ELD monitoring, and DOT audit readiness.
• Self-starter mindset with the ability to communicate effectively with a diverse group of construction personnel.
• High dependability, strong work ethic, and unconditional commitment to safety.
• Regular and reliable attendance, including the ability to work extended hours and weekends as required

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Affirmative Action Policy

Please review our Affirmitive Action Policy.

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.