DOT Compliance and Administrative Support Specialist

Terrestris Global Solutions•Springfield, VA

4d•Hybrid

About The Position

Terrestris is seeking a DOT Compliance and Administrative Support Specialist to join their corporate staff to support their growing vehicle fleet and operations. This is a hybrid role, working in their Springfield, VA office and from home, from 9AM to 5PM, Monday through Friday. At Terrestris, they leverage technology to create better mission outcomes through better human performance. They form strong client and team relationships through transparency and strive to create an environment where their team can let their excellence shine through. By finding, developing, and incorporating new ideas, they provide memorable services. Rooted in the USMC values of honor, courage, and commitment, Terrestris seeks to deliver extraordinary value to the American people by helping the Government become more efficient and effective. 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. Strong organizational skills, attention to detail, knowledge of transportation compliance processes, and the ability to communicate effectively with drivers, vendors, and internal teams are essential for success in this role.

Requirements

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 (DOT), 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.

Nice To Haves

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

Responsibilities

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 brochure/website, etc.).