DOT-Fleet Compliance Supervisor

HOLT CAT; San Antonio (TX); On-site; USD 85,000 - 110,000; Full time

Job summary

HOLT CAT seeks a DOT/Fleet Compliance Supervisor to lead the documentation, training support, and regulatory adherence across the fleet. The role focuses on FMCSA compliance, CSA data accuracy, and audits of DOT inspections to ensure legal conformity and safe operation.

Responsibilities include maintaining accurate driver records, assisting with training modules, and supporting external audits while upholding safety and values-based leadership throughout the organization.

Qualifications

• Thorough understanding of DOT/FMCSA regulations and related standards.
• Experience maintaining driver qualification files per DOT guidance.
• Strong documentation and record-keeping abilities.

Responsibilities

• Manage DOT-Fleet Compliance program and update processes to reflect regulatory changes.
• Maintain and audit driver qualification files including licenses, medical cards, MVRs, and logs.
• Support training content and facilitate onsite driver compliance sessions.

Skills

49 CFR knowledge

DOT compliance management

MS Office proficiency

Accident data analysis

Effective communication

Education

High school diploma or equivalent

Technical training or some college

FMCSA certifications (preferred)

Tools

MS Excel

Job description

The DOT/Fleet Compliance Supervisor is responsible for the overall management of documentation, record keeping, providing support for training program content and ensuring HOLT's compliance to Federal Motor Carrier Safety Administration (FMCSA) regulations.

The incumbent in this position is expected to model the following practices on a daily basis:

1. Demonstrate alignment with the company's mission and core business values;
2. Collaborate with key internal/external resources;
3. Participate in ongoing self-development.

Department: Human Resources (HR)

Employment Type: Full Time

Location: San Antonio

Address: 5665 SE Loop 410, San Antonio, Texas, 78222

Open in Google Maps

Workplace type: Onsite

Reporting To: Jeff Stewart

Essential Functions

• Develops, evaluates, and influences effective and consistent productivity and teamwork to ensure the delivery of Legendary Customer Service (LCS)
• Models, promotes, reinforces, and rewards the consistent use of HOLT's Values Based Leadership (VBL) tools, models and processes to ensure alignment with our Vision, Values, and Mission
• Manages the DOT-Fleet Compliance function for the organization, ensuring adherence to all legal requirements and successful implementation of any applicable updates to legal requirements
• Maintains employee's driver qualification files per DOT guidelines such as; ensuring employees' driver license/CDL, medical cards, drug history, MVR, crash information, Hour-Of-Service, and vehicle maintenance information are properly documented file in accordance to standards
• Ensures that we operate in full accordance with the FMCSR and stays current with changes; provides updates on such
• Ensures that our CSA scores and associated BASIC information is accurate; offers recommendations and action plan based on data and trends or inaccuracies
• Reviews and tracks DOT inspections - maintaining roadside inspection files and conduct audits of reports; maintain local/state/federal required documentation for DOT inspection and driver records to per regulatory requirement
• Maintains a vehicle accident register to comply with Federal, State, and/or Company procedures
• Performs desk-top audit of 3rd party trucking companies, evaluates drivers, using data to develop trends; audits records, audits drivers against policy and procedures
• Supports training to supervisors and drivers, review Learning Management System training content; assist with the development of training modules and facilitating onsite training to technicians, drivers, and managers on a variety of driving compliance topics
• Facilitates vehicle inspection training sessions to supervisors and managers on vehicle inspection procedures and requirements, and audit inspections performed
• Provides on-site inspections of Commercial Motor Vehicle equipment to align with Federal and/or State requirements
• Reviews and reports on audit results, recommends safety regulation procedures, updates programs, and track hazard corrective actions to completion
• Serves as a resource to review and offer input and approval on driver applicants relative to their past employment and driving record
• As applicable, will support efforts to ensure driver safety performance through the use of our onboard computer system and associated monitoring systems
• Represents organization to external stakeholders such as customers or regulatory agencies, support customer audits, legal proceedings and/or depositions
• Works safely at all times and adheres to all applicable safety policies; complies with all company policies, procedures, and standards
• Performs other duties as assigned

Knowledge, Skills, and Abilities

• Expert working knowledge of 49 CFR, State and Federal motor carrier safety regulations
• DOT compliance management is required
• Exceptional computer skills in MS Office including data manipulation and presentation techniques
• Track and record of reducing site incident rates and communicate safety awareness
• Strong communication skills both verbal and written
• Ability to multitask in an environment of changing priorities
• Training module generation that aligns with policy and procedure; training facilitation skills to keep internal customers engaged
• Ability to supervise and oversee the work of others. This includes internal and external personnel
• Proven self-starter with a track record of managing multiple complex tasks with the ability to work across multiple functional areas internally and externally
• Excellent problem-solving and critical-thinking skills and an ability to identify problems, design and articulate solutions, and implement change
• Strong customer service skills; prefer experience in service oriented industry such as outsourced service providers or construction companies
• Ability to analyze the root cause during incident investigations (FMEA, Taproot, 5 Why's) and provide professional report out

Requirements

Education and Experience:

• High school diploma or equivalent with additional specialized/technical training or some college
• A minimum of ten years of DOT or FMSCA Compliance experience required
• FMSCA Certified Vehicle Inspector, FMSCA Certified Safety Investigator or Safety Auditor, NTC FMSCA Instructor Certification preferred

Supervisory Responsibilities:

• This position directs and manages employees within applicable department. Responsibilities include, but are not limited to interviewing, hiring, and training employees; planning, assigning, and directing work; coaching and development; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Travel:

• Travel up to 35% with some overnight stay, but not limited to twice per month depending upon region
• Valid driver's license required
• A commercial driver's license preferred

Physical Requirements:

• To perform this job successfully, an individual must be able to perform each job duty and responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform job duties and responsibilities
• Must be able to move objects, and use abdominal and lower back muscles to provide support over time without fatigue
• Frequently moves materials or equipment weighing up to 30 lb
• Constant movement and use of limbs; this position requires good manual dexterity, coordination, and stamina
• Ascends/descents with gradual or continuous progress by oneself, using both hands and feet and climbs up and down ladders
• Be able to maneuver safely and work underneath equipment
• Routinely reacts to visual, auditory, and other signals, including alarms and instructions, and is required to visually inspect work

Work Environment:

• Regularly works indoors and outdoors around moving mechanical parts and equipment
• Exposed to weather extremes when working outside in conditions that include inclement weather, heat, cold, and humidity
• Noise level may be loud at times
• Exposure to small quantities of chemicals, steam, and high-pressure water, high speed rotating equipment, and contaminants
• Frequently works at a fast pace with unscheduled interruptions

Disclaimer:

Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed.

About HOLT Group

HOLT Group is a renowned, family-owned company with a legacy spanning nearly a century. As a powerhouse across several industries, including heavy machinery, construction, consulting services, training, and technology, we prioritize people and values. Our commitment to a Values-Based Leadership approach has led to trusted partnerships and collaborative endeavors. At the heart of our operations is HOLT CAT, the largest Caterpillar dealership in the nation, along with other companies focused on industrial & commercial selling, energy, technology, and training & development. We excel in selling, servicing, leasing, and renting top-of-the-line industrial machinery and are dedicated to powering the construction and industrial spaces with superior equipment. Moreover, we empower construction and development with advanced technology, along with bringing technical skills and Values-Based Leadership to individuals and companies seeking sustainable growth. If you're seeking a fulfilling career, explore your job opportunities at HOLT Group and join our values-driven team.