Fleet Safety Coordinator

Job Summary:
The Fleet Safety Coordinator plays a critical role in supporting the Fleet Management team by ensuring that all administrative processes, systems, and documentation related to fleet safety are executed with precision and consistency. This role is focused on compliance, recordkeeping, and operational excellence, enabling a safe and efficient fleet environment. Success in this role requires exceptional administrative and organizational skills, with a strong attention to detail and the ability to manage multiple priorities in a fast-paced environment.

This position does not involve coaching or discipline for safety violations but ensures that all key processes are followed and documented.

Key Responsibilities:

• Safety Compliance Administration:
• Procure, coordinate, and review company vehicle camera and GPS systems to ensure driver safety and compliance. Take corrective action to troubleshoot issues and communicate with drivers as needed.
• Maintain and update records for driver qualifications, vehicle registrations, insurance, and monthly vehicle inspection checklists.
• Ensure all fleet safety documentation is accurate, complete, and up to date.
• Monitor compliance with all relevant laws, regulations, and company policies (e.g., emissions, insurance, safety requirements).
• Track and log safety infractions and corrective actions, ensuring documentation is complete and accessible.
• Administer systems (such as Samsara or other safety platforms) to monitor driver compliance and vehicle safety status.
• Ensure system settings (e.g., alerts, notifications) are correctly configured and maintained for all fleet safety platforms.
• Monitor and maintain up-to-date driver and vehicle records, including additions and changes.
• Ensure coaching data is properly entered into safety systems and follow up with managers to confirm completion.
• Alert the Safety Department when issues require escalation or enforcement beyond administrative scope.
• Process & Systems Management:
• Support the implementation and maintenance of fleet safety management systems.
• Run regular reports to verify driver license validity and satisfactory driving records.
• Proactively monitor Motor Vehicle Records (MVR) to ensure ongoing driver compliance.
• Coordinate with managers to ensure all required safety processes are followed for new drivers, vehicles, and incidents.
• Maintain lists of vehicle registrations and assignments to drivers.
• Ensure all vehicle incidents and claims are reported promptly and documented according to company protocols.
• Gather all necessary data for incident documentation and reporting.
• Assist with the administrative aspects of accident protocols and reporting to appropriate agencies.
• Talk drivers through collecting information at the scene of an incident.
• Keep detailed notes of each incident.
• Communicate with involved third parties to assist in damage recovery and claims resolution.
• Track the status of repairs and insurance claims.
• Reporting:
• Prepare and present regular reports on fleet safety compliance, incidents, and administrative metrics to senior management.
• Provide recommendations for process improvements based on data and trends.
• Support for Fleet Growth:
• Assist with onboarding new vehicles and drivers, ensuring all safety documentation and processes are completed.
• Order and track safety equipment (e.g., cameras, decals) for new vehicles.
• Assist the Fleet Operations Coordinator with special projects, maintenance of driver and vehicle data, and fleet operations tasks.
• Work closely with Fleet Management, Safety Department, and other stakeholders to ensure best practices in fleet safety administration.
• Facilitate communication and documentation between departments regarding fleet safety matters.

Qualifications & Experience:

• Bachelor’s degree or equivalent work experience in business, facility management, or related field (preferred).
• Minimum 3 years of experience in fleet administration, compliance, or safety management.
• Highly efficient administrative and organizational skills are essential.
• Advanced PC skills, especially MS Office (Excel).
• Excellent verbal and written communication skills.
• Customer-oriented, collaborative, and detail-focused.

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