DOT Compliance & Fleet Coordinator

Shambaugh-; Fort Wayne (IN); On-site; USD 60,000 - 78,000; Full time

Job summary

Shambaugh & Son is seeking a DOT Compliance & Fleet Coordinator to manage fleet regulations, safety protocols, yard operations, and billing workflows. This role supports customers, field personnel, sales teams, service managers, and operations leaders.

The ideal candidate balances meticulous federal safety compliance with dispatch duties, maintains driver files, monitors FMCSA records and ELDs, and oversees T&M and AIA billing while coordinating with fabrication shops and the 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 FMCSA regulations, DOT audits, and ELD monitoring.

Responsibilities

• Maintain complete driver files, CDLs, and background checks.
• Manage FMCSA Clearinghouse testing programs and queries.
• Monitor ELDs and enforce driving-hour rules.
• Prepare for federal safety audits and improve CSA scores.
• Plan and dispatch pipe loads and project materials.
• Hire, train, and supervise drivers and yard staff.
• Handle Time & Materials (T&M) and AIA billing processes.
• Track inventory, logistics, and compliance data.
• Collaborate with the in-house garage on mechanical issues.

Skills

FMCSA regulations

ELD monitoring

DOT audits readiness

Staff supervision

Billing systems

Education

Associate degree in Finance, Business, or Logistics

Tools

AS400

Microsoft Access

Microsoft Word

Microsoft Excel

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

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