Seasonal DOT Coordinator

Irving Oil; Concord (NH); On-site; USD 32,000 - 40,000; Part time

Benefits offered by this job

Collaborative team

Career growth

Competitive pay

Seasonal benefits

Training & development

Community impact

Job summary

Irving Oil is seeking a Seasonal DOT Compliance Coordinator to support safe operations by maintaining DOT records, overseeing driver and technician compliance, and coordinating testing and registrations across the fleet.

You will manage records in JJ Keller, monitor medical certificates and renewals, and align with regulatory standards while collaborating with the operations team to meet deadlines and ensure accurate documentation.

Qualifications

• High school diploma or GED is required.
• Administrative, compliance, transportation, fleet, or logistics experience preferred.
• Experience with DOT regulations, driver qualification files, or transportation compliance programs is an asset.
• Knowledge of fleet administration, vehicle registrations, and transportation‑related documentation is an asset.

Responsibilities

• Manage DOT driver and technician files and onboard new employees with required documentation.
• Conduct driving record reviews, background checks, DOT records verification, and other compliance screenings.
• Monitor medical certificate compliance and renewals, tracking expirations.
• Provide regular updates on certifications, licenses, and compliance items approaching expiration.
• Establish and maintain driver records in the JJ Keller system and manage driver changes.
• Track and administer drug and alcohol testing, including quarterly random testing.
• Maintain Hazmat testing records and credentials.
• Maintain fleet documentation: registrations, license plates, fuel cards, insurance cards, IFTA, weights & measures, and other permits.
• Process vendor invoices for medical testing and fleet services; order E‑ZPass transponders.

Skills

Organizational skills

Recordkeeping

Communication skills

Regulatory compliance

Independent work with collaboration

Safety compliance

Education

High school diploma or GED

Tools

Microsoft Office

Database management

Job description

As a Seasonal DOT Compliance Coordinator, you will play a critical role in ensuring the organization's compliance with Department of Transportation (DOT) regulations and fleet management requirements. Your goal will be to support safe operations by maintaining accurate DOT records, overseeing driver and technician compliance, coordinating required testing and certifications, and managing vehicle registrations and fleet documentation. Your success will depend on your attention to detail, ability to manage compliance deadlines, and commitment to maintaining regulatory standards across the business.

What We Offer

• Work Environment - Join a collaborative operations team focused on safety, compliance, and operational excellence
• Career Growth Opportunities - Opportunity to transition into a full-time role as business needs evolve
• Competitive Compensation - Competitive hourly wage and participation in company programs as applicable
• Comprehensive Benefits - Access to available seasonal employee benefits and support programs
• Training & Development - Hands‑on experience working with DOT compliance systems, fleet administration, and regulatory processes
• Community Impact - Support a business that delivers essential energy products and services to customers throughout the region

Your Responsibilities

• Manage DOT driver and technician files, ensuring all records remain current and compliant with applicable regulations and coordinate onboarding compliance requirements for new employees, including collection of required documentation and completion of background screening processes
• Conduct and track driving record reviews, criminal background checks, DOT records verification, and other required compliance screenings
• Monitor medical certificate compliance, coordinate renewal documentation, and maintain records of upcoming expirations
• Provide management with regular updates regarding upcoming certifications, licenses, and compliance items approaching expiration
• Establish and maintain driver records within the JJ Keller system, including new driver setup and deactivation of departing employees
• Track and administer drug and alcohol testing requirements, including quarterly random testing programs
• Manage hazardous materials testing records and administration of Hazmat credentials
• Maintain compliance documentation for Irving Oil's light and heavy vehicle fleet, including registrations, license plates, fuel cards, insurance cards, IFTA stickers, Weights & Measures licenses, and other required permits
• Coordinate and process vendor invoices related to medical testing, compliance programs, and fleet administration resources and Order and maintain E‑ZPass transponders and related fleet services as required

Your Skills

• Strong organizational and recordkeeping skills and exceptional attention to detail and ability to manage multiple deadlines
• Strong verbal and written communication skills
• Ability to interpret and apply regulatory requirements and compliance standards
• Proficiency with Microsoft Office applications and database management systems
• Ability to work independently while collaborating effectively with managers and operational teams
• Strong commitment to safety and regulatory compliance

Your Experience

• High school diploma or GED required
• Administrative, compliance, transportation, fleet, or logistics experience preferred
• Experience working with DOT regulations, driver qualification files, or transportation compliance programs is considered an asset
• Knowledge of fleet administration, vehicle registrations, and transportation‑related documentation is an asset

The expected hourly range for this position is $23.00-$28.75. Placement within range will be based on relevant experience, qualifications, and skills

Irving Oil is committed to supporting a diverse and inclusive work environment. We thrive on the good energy that’s created when our people from different backgrounds, identities, cultures and experiences share their unique perspectives. Diversity is key to our success and inclusion is everyone’s responsibility.