Administrative & DOT Compliance Coordinator

Position Overview CrewZers is seeking a highly organized and detail-oriented Administrative & DOT Compliance Coordinator to oversee administrative operations, employee onboarding, HR documentation, employee records, and DOT compliance programs for our growing field operations company. This position plays a critical role in maintaining compliant employee, driver qualification, and company records while supporting daily office operations and field logistics coordination. The ideal candidate has strong experience with HR administration, DOT compliance, FMCSA regulations, Driver Qualification (DQ) files, onboarding, employee records management, and confidential HR documentation. Experience serving as a Designated Employer Representative (DER) or managing DOT drug & alcohol testing programs is highly preferred. This is a fast-paced, hands-on role requiring strong communication, initiative, professionalism, and the ability to manage multiple priorities with accuracy and discretion. This role supports a safety-sensitive workforce operating in regulated transportation and emergency response environments where accuracy, documentation, and compliance are critical. Preferred Traits The ideal candidate is proactive, highly organized, adaptable, and capable of maintaining professionalism in a fast-paced operational environment. This position requires strong follow-through, discretion, problem-solving skills, and the ability to maintain accuracy under pressure. Key Responsibilities HR & Employee Administration Manage employee onboarding and offboarding processes Maintain organized and confidential employee records and personnel files Coordinate pre-employment screening processes including: Drug & alcohol testing Background checks MVR reviews Clearinghouse queries Employment verifications Assist with HR compliance, policy acknowledgments, and employee documentation Track required certifications, licenses, and expirations Support payroll administration, timesheet tracking, and employee documentation workflows Maintain strict confidentiality of employee, medical, payroll, and compliance records Maintain both digital and physical compliance filing systems in accordance with company retention and confidentiality procedures DOT & Compliance Administration Maintain, audit, and organize DOT Driver Qualification (DQ) files to ensure audit readiness Coordinate FMCSA Clearinghouse queries and documentation Coordinate DOT drug & alcohol testing programs, records, and compliance tracking in accordance with FMCSA regulations Coordinate communication with third-party administrators, collection sites, MROs, and consortiums Coordinate annual MVR reviews and driver qualification updates Track medical cards, CDL expirations, and compliance deadlines Assist with company safety, compliance, and record retention procedures Ensure digital and physical filing systems remain organized, accurate, and audit-ready Support internal compliance reviews and external audits Assist with implementation and maintenance of company policies, compliance procedures, and audit preparation processes Office & Administrative Operations Oversee daily office operations and administrative workflows Manage office supplies, equipment, and vendor relationships Coordinate communication between field staff, office staff, and leadership Support leadership with scheduling, follow-up, and operational coordination Manage incoming calls, emails, mail, and administrative requests Assist with company vehicle records, registrations, and insurance documentation Help maintain organized shared drives, Dropbox systems, and administrative databases Preferred Qualifications 3+ years of experience in: Office Management HR Administration DOT Compliance Operations Administration Experience managing Driver Qualification (DQ) files Familiarity with FMCSA regulations and DOT compliance requirements Experience as a DER (Designated Employer Representative) strongly preferred Experience with DOT drug & alcohol testing programs preferred Experience with ADP Workforce Now or similar HR/payroll systems preferred Strong organizational skills and attention to detail Ability to prioritize and manage multiple deadlines Excellent written and verbal communication skills Strong computer proficiency including: Microsoft Office Adobe Acrobat Dropbox ADP Wor