Fleet & Training Records Support Admin

Keystone Cooperative; Indianapolis (IN); On-site; USD 45,000 - 65,000; Full time

Job summary

Keystone Cooperative in Indianapolis, IN seeks a Fleet Safety Administrator to manage safety scoring, driver coaching, and regulatory compliance across locations. The role includes coordinating training events, maintaining records, and supporting fleet licensing and registrations.

The ideal candidate will demonstrate strong organizational skills, MS Office proficiency, and experience with safety and compliance processes, with familiarity in Samsara preferred.

Qualifications

• Strong organizational skills with exceptional attention to detail.
• Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
• Excellent written and verbal communication skills.
• Ability to effectively manage multiple priorities and deadlines.
• Strong problem-solving and critical-thinking abilities.
• Ability to handle confidential information with integrity and professionalism.
• Demonstrated ability to work collaboratively in a team-oriented environment.
• Commitment to continuous learning and professional growth.
• Strong knowledge of safety, compliance, and administrative processes preferred.
• Understanding of DOT and OSHA regulations preferred.
• Experience with Samsara preferred

Responsibilities

• Monitor safety scoring, safety alerts, and safety-related communications.
• Review and document fleet safety events in a timely manner.
• Track driver coaching assignments, completions, and follow-up activities.
• Review crash alerts for additional safety communications
• Review and process speed limit change requests.
• Review and set necessary geo-fencing where appropriate
• Assist with vehicle record administration and fleet database maintenance.
• Monitor vehicle maintenance and recall activity and communicate updates with locations.
• Support fleet licensing, cab card, and registration processes.
• Samsara equipment - monitoring and maintaining new installs and decommissioning sold vehicles

Skills

Strong organizational skills

MS Office proficiency

Excellent communication

Multitasking ability

Problem-solving

Discretion with confidential info

Team collaboration

Commitment to learning

Safety/compliance knowledge

DOT/OSHA awareness

Samsara familiarity

Tools

Samsara

Job description

Job Description

Essential Duties and Responsibilities

Fleet Safety Administration

• Monitor safety scoring, safety alerts, and safety-related communications.
• Review and document fleet safety events in a timely manner.
• Track driver coaching assignments, completions, and follow-up activities.
• Review crash alerts for additional safety communications
• Review and process speed limit change requests.
• Review and set necessary geo-fencing where appropriate
• Assist with vehicle record administration and fleet database maintenance.
• Monitor vehicle maintenance and recall activity and communicate updates with locations.
• Support fleet licensing, cab card, and registration processes.
• Samsara equipment - monitoring and maintaining new installs and decommissioning sold vehicles

Training Coordination & Employee Development

• Maintain training records and compliance documentation through Asmark and Workday.
• Provide administrative support for safety meetings, training events, and educational initiatives.
• Quarterly Random drug screens

DOT & Regulatory Compliance

• Maintain and monitor Driver Qualification Files and related DOT records through Asmark
• Track regulatory deadlines and required documentation. (i.e. Mine Safety Training, Hoist training, Inter training & tracking)
• Stay current on applicable federal, state, and industry regulations.

Administrative Support

• Process and maintain confidential records and documentation.
• Coordinate, order, and bill safety-related order request for locations.
• Respond to internal inquiries and provide administrative support to fleet and safety operations.
• Primary handler to the General Safety ticket system
• Invoicing and billing

Required Skills and Qualifications

• Strong organizational skills with exceptional attention to detail required.
• Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
• Excellent written and verbal communication skills.
• Ability to effectively manage multiple priorities and deadlines.
• Strong problem-solving and critical-thinking abilities.
• Ability to handle confidential information with integrity and professionalism.
• Demonstrated ability to work collaboratively in a team-oriented environment.
• Commitment to continuous learning and professional growth.
• Strong knowledge of safety, compliance, and administrative processes preferred.
• Understanding of DOT and OSHA regulations preferred.
• Experience with Samsara preferred

Physical Requirements

The physical demands described are representative of those necessary to successfully perform the essential functions of this position.

• Regularly required to sit, stand, walk, and use hands to operate office equipment.
• Occasionally required to reach, bend, stoop, kneel, or climb.
• May occasionally lift and/or move up to 50 pounds.
• Must possess the ability to read, analyze, and interpret information on a computer screen and from printed materials.
• Occasional travel to branch locations, training events, or investigation sites may be required.

Certificates, Licenses, Registrations:

• Must maintain a valid driver's license and demonstrate the ability to drive a vehicle independently.

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