Field Services - Permit Specialist ZA

ZA Railroad Services, LLC is seeking a highly motivated, detail-oriented DOT Permit & Compliance Coordinator to support our transportation and field operations. The primary responsibility of this position will be coordinating DOT oversize and overweight permits for the movement of heavy equipment, trucks, and construction-related loads throughout the United States. This position will also assist with transportation compliance, DOT documentation, insurance records, Daily Work Reports, and other administrative functions that support our field operations.

The ideal candidate is organized, dependable, comfortable handling multiple priorities, and willing to take ownership of a task from start to finish. This position requires someone who can communicate effectively with drivers, field personnel, management, government agencies, and outside vendors while keeping accurate records and helping operations stay ahead of potential problems.

• Prepare, submit, obtain, and track oversize and overweight permits for company and contracted trucks transporting heavy equipment, materials, and other loads.
• Obtain permits through state DOT permitting systems and third-party permitting services as required.
• Review truck, trailer, equipment, and load information to determine permitting requirements.
• Verify load dimensions and weights, including overall height, width, length, gross vehicle weight, axle weights, and axle spacing when required.
• Review permit requirements and restrictions, including approved routes, travel times, escort requirements, holiday and weekend restrictions, curfews, bridge restrictions, and other state-specific requirements.
• Provide drivers and operations personnel with required permits, approved routes, and applicable travel restrictions before movement.
• Coordinate permit revisions when equipment, trucks, trailers, routes, schedules, dimensions, or weights change.
• Assist drivers and field personnel with permitting and routing issues that arise during transportation.
• Identify potential permitting, routing, clearance, bridge, weight, or travel restriction issues before equipment is dispatched.
• Maintain current truck, trailer, and equipment information needed for permitting.

• Maintain and organize required DOT files and transportation compliance records
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• Review DOT-related documentation for accuracy, completeness, and expiration dates.
• Track registrations, permits, licenses, inspections, and other transportation-related documents as assigned.
• Assist with maintaining required documentation for company vehicles, trucks, trailers, and drivers.
• Monitor expiration dates and communicate upcoming renewals or missing documentation before they create an operational issue.
• Assist with DOT audits, compliance reviews, and requests for supporting documentation.
• Maintain organized electronic and physical records so required documentation can be quickly located when needed.

• Maintain current insurance certificates, vehicle insurance cards, Certificates of Insurance (COIs), and other insurance-related documentation
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• Track expiration dates and request updated insurance documentation as needed.
• Provide Certificates of Insurance and supporting documentation to customers, vendors, project personnel, or other authorized parties when required.
• Assist with verifying that required insurance documentation is on file for applicable vehicles, vendors, subcontractors, or projects.
• Maintain accurate electronic records of insurance and compliance documentation.

• Assist field personnel with the preparation, collection, review, and processing of Daily Work Reports (DWRs).
• Review Daily Work Reports…