DOT Transportation Compliance Manager

Job Summary: 

The DOT / Transportation Compliance Manager is responsible for ensuring company-wide compliance with applicable U.S. DOT / FMCSA regulations for an interstate private fleet operating both CDL and non CDL commercial vehicles. This role owns the compliance program end to end, including driver qualification files, hours-of-service (HOS) and electronic logging devise (ELD) administration in Samsara, roadside inspection readiness, vehicle inspection processes (VIR), incident/accident documentation, and compliance training. The DOT / Transportation Compliance Manager partners closely with Logistic Operations, Dispatch, Maintenance, and HR to ensure safe, legal, and audit-ready transportation operations.

Duties / Responsibilities:

• FMCSA / DOT Program Ownership 
• Own and maintain the DOT compliance program, policies, and procedures for interstate operations. 
• Serve as primary point of contact for DOT/FMCSA audits, investigations, and roadside compliance inquiries.
• Maintain an internal compliance calendar and conduct scheduled self-audits with corrective action plans.
• Driver Qualification (DQ) File Management
• Ensure a compliant Driver Qualification File (DQF) exists and is maintained for every applicable driver, including required onboarding and annual/recurring elements (application, MVRs, road test/equivalency, annual review, medical certification, etc.).
• Track and manage expirations (CDL, med cert, endorsements, annual violations review) and prevent lapses through proactive notifications and follow-up.
• Hours of Service (HOS) / ELD Compliance (Samsara) 
• Administer ELD/HOS processes within Samsara: log review cadence, unidentified driving resolution, annotation standards, and compliance reporting.
• Perform or oversee driver log corrections when needed and ensure edits include required remarks and driver recertification.
• Ensure carrier practices align with ELD limitations (e.g., automatically recorded drive time restrictions) and proper use of tools like “Ignore Driving Segment” with required notes. 
• Vehicle Inspection (DVIR) & Maintenance Compliance 
• Ensure DVIRs are completed, reviewed, and that reported defects are documented, assigned, and closed in a timely manner (using Samsara where applicable)
• Partner with Outsourced Maintenance Company to maintain DOT-ready inspection/maintenance documentation and to reduce vehicle-related roadside violations.
• Safety, Incidents, & Continuous Improvement 
• Track and review roadside inspections, citations, and safety events; identify patterns and implement corrective actions and training. 
• Coordinate accident/incident reporting, documentation, internal review, and support claims/insurance workflows as needed.
• Training & Communication
• Develop and deliver DOT compliance training for drivers and relevant staff 
• Create clear SOPs and “inspection-ready” driver guidance (what to do during roadside inspections, ELD transfer steps, etc.)
• Metrics / Success Indicators 
• Reduction in HOS violations and unidentified driving volume (trendline)
• 100% DQ file completeness and on-time renewals across driver population. 
• Improved roadside inspection outcomes (fewer OOS events, fewer recurring violations).
• Audit readiness (ability to produce requested records promptly and accurately). 

Required Skills and Competencies:  

• 3-7 plus years transportation compliance, fleet safety, or DOT/FMCSA compliance experience (interstate).
• Working knowledge of DQ file requirements and recordkeeping. 
• Working knowledge of ELD/HOS requirements and carrier responsibilities.
• Strong documentation, auditing, and process-building skills.
• Proficiency with TMS fleet systems (Samsara strongly preferred).

Education and Experience:  

• Bachelor’s Degree in Logistics or Supply Chain Management is preferred by not required.
• Experience managing compliance for a mixed CDL/non CDL fleet.
• Experience preparing for DOT audits and responding to enforcement inquiries.
• Familiarity with Samsara admin features, roles, and HOS log management workflows. 

Performance Measures:

• Leadership, Partnership and Teamwork with Logistics Management and Operations Management to reach compliance goals.
• Regulation and maintenance of DOT program compliance, inspection and audit improvement or maintenance results.
• Logistics Operations Safety Records and continuous improvement.
• Safeguarding of all compliance regulations, documentation and recordkeeping.
• Training & Communication results.

Physical Requirements and Working Conditions:

• Must be available to work a flexible schedule including weekends.
• Office environment with periodic yard/vehicle exposure, ability to travel to sites and occasionally ride-a-longs for observation.
• Occasional Travel (Other sites, inspections, vendor meetings, etc.)