Equipment & Carrier Compliance Spec

Syfan Logistics•Gainesville, GA

11d•Onsite

About The Position

This role is responsible for managing and maintaining the organization's fleet documentation, including DOT records, registration renewals, insurance tracking, and rental/lease agreements. It also involves managing trailer files, GPS systems, and collaborating with vendors and carriers on rental equipment. The position develops preventative maintenance schedules, constructs cost spreadsheets, and manages invoices from equipment vendors. Additionally, it monitors UIIA active drivers and highway carriers, assists with Carrier Services duties, and vets/approves new transportation carriers in compliance with DOT, FMCSA, and company standards. The role involves collecting, verifying, and maintaining carrier documentation, conducting compliance audits, monitoring carrier performance, identifying non-compliance trends, and maintaining accurate records for audits and risk management. It requires collaboration with internal legal and risk teams, updating carrier compliance data in TMS and compliance platforms, and working cross-functionally with logistics, procurement, customer service, and legal teams. The position serves as the point of contact for carrier compliance-related inquiries.

Requirements

Proficiency in Microsoft Office and logistics software (e.g., TMS, Highway, Carrier411, SaferWatch).
Excellent oral and written communication skills
Attention to detail and accuracy
Working knowledge of Microsoft Office including Excel, Outlook, and Word
Prioritizing and Organization
Scheduling
Multi-tasking
Self Starter
Knowledge of DOT/FMCSA regulations.

Nice To Haves

Bachelor’s degree in Supply Chain, Business Administration, Transportation, or related field preferred; equivalent work experience accepted.
1+ year using McLeod software.
1+ year using Karmak software.
2+ years in a logistics environment.

Responsibilities

Manage and maintain the organization’s fleet documentation to include DOT records, registration renewals, insurance tracking, and rental/lease agreements through a physical and electronic filing system
Manage and maintain current trailer files in Syfan Transport LME
Manage and maintain GPS systems
Work collaboratively with vendors, SLI Partner Carriers and Operations on all SLI rental equipment
Develop new strategies and practices for preventative maintenance schedules for all SLI rental equipment to include the arrangement of service when deemed necessary
Construct and maintain cost spreadsheets for individual units and each division’s fleet
Manages invoices from all equipment vendors (trailers, chassis, roadside repair, etc.)
Monitors UIIA active drivers
Monitors Highway carriers and assists in Carrier Services duties as needed
Completes other duties as assigned
Vet and approve new transportation carriers in compliance with DOT, FMCSA, and company standards.
Collect, verify, and maintain carrier documentation including insurance certificates, operating authorities, and safety records.
Conduct regular audits to ensure ongoing carrier compliance with federal, state, and local transportation regulations.
Monitor carrier performance and safety scores (e.g., CSA scores), and flag potential issues.
Identify non-compliance trends and escalate to appropriate departments.
Maintain accurate records for audits and risk management reporting.
Collaborate with internal legal and risk teams as needed.
Maintain and update carrier compliance data in transportation management systems (TMS) and compliance platforms (e.g., Highway, Carrier411).
Ensure data accuracy and integrity for internal and external reporting.
Work cross-functionally with logistics, procurement, customer service, and legal teams to ensure seamless operations and minimize liability.
Serve as the point of contact for carrier compliance-related inquiries.