Compliance Specialist - Fleet

Forward Air•Oak Brook, IL

7d•Onsite

About The Position

The Compliance Specialist - Fleet plays a critical role in ensuring that all company and contracted drivers are fully vetted, compliant, and ready to operate safely and efficiently. This role owns the fleet onboarding lifecycle from preboarding through activation, ensuring all documentation, credentials, and system data are accurate and complete. They collaborate closely with Fleet Recruiting, Human Resources, Safety, Operations, and other stakeholders to monitor progress, address compliance risks, and report on status. In addition to maintaining the integrity of driver and vehicle records, this role coordinates essential support items such as fuel cards, insurance documentation, and more.

Requirements

Education: High School Diploma or General Education Development (GED) required; Undergraduate degree preferred.
Certification/Licensure: Transportation safety, DOT compliance, or related certifications (e.g., CDS, safety/compliance programs) preferred.
Experience: 2+ years of experience in a transportation, fleet, safety, or operations support role, with exposure to driver onboarding and/or regulatory compliance.
Working knowledge of DOT/FMCSA regulations and common fleet/driver compliance requirements (e.g., MVRs, background checks, medical cards, insurance documentation).
Strong attention to detail with the ability to accurately manage and reconcile large volumes of data and documents across multiple systems and platforms.
Excellent communication and customer service skills, with the ability to provide professional support to individuals from all backgrounds.
Proven ability to manage multiple priorities, meet deadlines, and follow structured processes while also identifying opportunities for improvement.
Demonstrated discretion and confidentiality in handling and protecting sensitive information.
Systems Knowledge: Tenstreet, HireRight, McLeod Transportation Management System (TMS), ServiceNow
Technical: Proficient with common office technologies, including Windows PCs, Microsoft O365 (Outlook, Word, Excel, PowerPoint, etc.) and web conferencing (Teams, Zoom, Webex, etc.)
Environment: Comfort commuting to/from and working in a 100% on-site setting (listed in this posting), with travel for related meetings/events.

Nice To Haves

Transportation safety, DOT compliance, or related certifications (e.g., CDS, safety/compliance programs) preferred.
Undergraduate degree preferred.

Responsibilities

Facilitate and manage the end-to-end fleet onboarding and compliance process for new company drivers and contracted drivers (including owner-operators), ensuring all compliance requirements are met before activation.
Monitor fleet preboarding and onboarding progress, proactively identifying bottlenecks and reporting completion and/or non-compliance to stakeholders in Fleet Recruiting, Human Resources, Safety, Operations, and others.
Ensure all driver and vehicle information (e.g., IDs, VINs, license plate numbers, insurance details, etc.) is accurately entered into and maintained within company fleet management systems and platforms.
Coordinate issuance, activation, reassignment, and cancellation of fuel cards across the fleet, maintaining appropriate controls and documentation.
Verify, track, and continuously monitor appropriate insurance coverage across the fleet, ensuring required documentation is current, accurate, and compliant with company and regulatory standards.
Maintain and update standardized checklists, workflows, and documentation to drive consistency, accuracy, and continuous improvement in support of a positive experience for newcomers to the fleet.
Partner with Safety and Compliance teams to ensure adherence to Department of Transportation (DOT)/Federal Motor Carrier Safety Administration (FMCSA) and other applicable regulatory requirements related to driver qualification files, Motor Vehicle Records (MVRs), background checks, drug/alcohol testing, and applicable certifications.
Conduct audits of driver and vehicle records in fleet management systems to identify and resolve gaps, expired documents, and potential compliance risks.
Support training and education efforts for drivers and internal partners on onboarding processes, documentation standards, and compliance expectations.
Maintain organized, accurate digital and/or physical files in accordance with company records retention policies and regulatory requirements.
All other duties as assigned to meet evolving business needs.