Vehicle Compliance Coordinator

Vehicle Compliance Coordinator

Job Description

Department: Human Resources

Job Status: Full-Time

FLSA Status: Salary-Exempt

Reports To: Transportation Manager

Location: The Woodlands, TX

Amount of Travel Required: 20%

Positions Supervised: None

AIP Level: 7

POSITION SUMMARY: The Vehicle Compliance Coordinator will assist the Transportation Manager in the day-to day operations regarding the company’s fleet.  The Vehicle Compliance Coordinator will use their administrative skills to keep fleet operations compliant and organized.

ESSENTIAL FUNCTIONS: (The following duties and responsibilities are all essential job functions, as defined by the ADA, except for those that begin with the word "may.")

• Track all purchasing, warranties, and capital improvement requests for the organization’s fleet needs.
• Assist Transportation Manager with fleet vehicle maintenance needs and support drivers in maintenance compliance, including preventive maintenance, tire rotations, safety inspections, etc.
• Assist Transportation Manager with major mechanical and physical damage repairs, including appropriate coordination with drivers, schedulers, and team leaders. Find qualified service to repair downed vehicles and obtain competitive bids for repairs.
• Ensure an adequate supply of spare vehicles are ready and available for immediate service in the event of outages due to major mechanical and physical damage repairs, and vehicle reassignments due to changes in driver assigned responsibilities.
• Keep records of all completed vehicle maintenance on all company owned equipment. Provide the proper documentation and applicable certifications and ensure conformance with vehicle manufacture’s service recommendations.
• Maintain up to date records on fleet vehicle inventory and driver assignments for entire organization using the fleet management platform and HRIS System.
• Analyze and report telemetric data to ensure vehicle operators are driving safely and complying with company policy.
• Monitor Employee Motor Vehicle Reports to ensure compliance with company policy.
• Work with drivers to ensure they operate vehicles properly and are up to date on all necessary training.
• Assist supervisors with coaching and assign corrective training for MVR and telematic related deficiencies.
• Record all new hire vehicle assignments. Manage vehicle reassignments due to changes in driver assigned responsibilities.
• Notify Transportation Manager when vehicle registrations are due.  Keep track of all registration renewals and safety inspections.
• Assist Transportation Manager with obtaining registrations and inspections from appropriate agencies.
• Monitor vehicular events on Samsara dashcam dashboard.
• Assign corrective training relating to telematic violations or dashcam violations in accordance with Motor Vehicle Policy.
• Work with HR and HSE comply with OSHA, DOT, and Tax commission regulations.
• Works effectively as a team member with other members of management and the HR staff.
• Performs other related duties as assigned to assist with successful operations and business continuity.

POSITION REQUIREMENTS

• Must be legally authorized to work in the United States without the need for sponsorship.
• Must be at least 18 years of age or older.
• Successfully passes all applicable general pre-employment testing including but not limited to: background check, pre-employment drug screening, pre-employment fit tests, pre-employment aptitude and/or competency assessment(s).
• Daily overtime required and in person, predictable attendance in The Woodlands, TX.
• Valid U.S. Driver’s License required. Most employment is contingent upon meeting company driving standards, including 3 year U.S. driving history and an acceptable Motor Vehicle Record (MVR) in accordance with Company policy.
• Travel required for registrations and vehicle transitions.

EDUCATION/EXPERIENCE LEVEL

• U.S. High School Diploma or GED required.
• Minimum 2 years of previous clerical or administrative experience.

QUALIFICATIONS, SKILLS, COMPETENCIES, AND ABILITIES

• Excellent verbal and written communication skills.
• Attends and successfully completes annual safety and operations recertification training.
• Ability to perform work accurately and thoroughly.
• Fully knowledgeable, compliant, and proactively promote and utilize digital platforms.
• Ability to effectively build relationships with customers and co-workers; Dependable and trustworthy.
• Ability to put the company’s goals and objectives at the forefront while making critical operational decisions.
• Ability to find a solution for or to deal proactively with work-related problems.
• Ability to complete assigned tasks under stressful situations; Ability to adapt to change in the workplace.
• Ability to take care of the customers’ needs while adhering to company policies and procedures.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Frequently required to walk, sit, climb, bend, reach and squat/kneel.  The Vehicle Compliance Coordinator works primarily indoors and will be sitting prolonged periods of sitting at a desk and working on a computer.  Must be able to access and navigate each department at the organization’s facilities.  The Vehicle Compliance Coordinator may be required to lift heavy objects; therefore, The Vehicle Compliance Coordinator must be able to lift 50 lbs.

Work hours may include early morning, late afternoon/evening hours, and weekends in combination depending on job demands.

AAP /EEO STATEMENT

The Company is committed to the cause of equal employment opportunity for all employees and applicants, thus abiding by all applicable state and federal laws.  Our practices regarding employment, job promotion, compensation, training, and termination do not discriminate on the basis of race, color, religious creed, age, sex, national origin, veteran's status, disability, pregnancy, genetic information, or any other legally protected status.  It is expected that all employees, both management and staff, will fully support these nondiscriminatory policies.

The company has reviewed this job description to ensure essential functions and duties have been included. It is not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities.

Last Revised 07/2026.