DOT Compliance and Administrative Support Specialist

Job Overview

We are seeking a DOT Compliance and Administrative Support Specialist to support our growing vehicle fleet and operations. This is a hybrid role, working in our Springfield, VA office and from home, from 9:00 AM to 5:00 PM, Monday through Friday.

As the DOT Compliance and Administrative Support Specialist you will help to ensure that company vehicles, equipment, and drivers remain fully compliant with DOT, FMCSA, PHMSA, and state regulations while supporting daily fleet operations. This role is responsible for maintaining driver qualification files, vehicle registrations, permits, insurance records, equipment tracking, and compliance documentation, as well as coordinating audits, testing, and safety initiatives.

The position also supports fleet logistics and office administration by tracking maintenance and warranties, purchasing supplies, assisting with training materials, and helping launch new fleet operations and systems.

• Maintain driver, equipment, and vehicle records, both paper and electronic.
• Track equipment rentals and equipment movement.
• Manage DOT and state compliance requirements.
• Assist with maintenance, warranty, and damage records and logistics.
• Ensure vehicles and equipment are registered in applicable local, state, and federal systems.
• Track and monitor driver files, qualifications, and hours of service compliance.
• Track testing for drivers and equipment.
• Review and support internal and external audits and follow‑up of corrective actions.
• Assist in developing and providing training, safety alerts, and safety articles for fleet drivers.
• Assist with the coordination of new fleet operations for training and system setup.
• Assist with permitting.
• Ensure equipment is properly insured, labeled, and outfitted with applicable safety supplies.
• Order/purchase supplies.
• Travel from time to time to inspect fleet and drivers.
• Perform office administrative tasks (ordering/purchasing supplies, coordinating team meals, organizing office supplies, etc.).
• Develop/write content as necessary (press releases, training materials, equipment brochures/website, etc.).

• Authorization to permanently work in the United States without sponsorship.
• Knowledge of Title Transfers, IFTA Permitting, License Plates Transfers, Tags, etc.
• Coordinate Department of Transportation (Use the "Apply for this Job" box below). Pipeline & Hazardous Materials Safety Association (PHMSA), and Federal Motor Carrier Safety Administration (FMCSA) compliance.
• Experience with DOT and state requirements for Driver Qualification Files (DQF), Motor Vehicle Reports (MVR) process, DOT physical compliance, and DOT Drug and Alcohol (D&A) compliance.
• Review and support internal and external audits and follow‑up of corrective actions.
• Experience with vehicle compliance.
• Ability to communicate effectively in English.

• Ability to operate fleet vehicles (CDL and/or non‑CDL vehicles).
• Ability to communicate in Spanish (verbal and in writing).

We offer outstanding benefits including health, life, disability, financial, and retirement benefits, as well as paid leave, professional development, tuition assistance, and work‑life programs. Full‑time and part‑time employees working at least 20 hours a week on a regular basis are eligible to participate in our benefit programs. Other offerings may be provided to employees not in this category.

Terrestris is an Equal Opportunity Employer (EOE). Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, or veteran status. Applicants must be authorized to work in the U.S.