Fleet & Training Records Support Admin

Keystone Cooperative•Indianapolis, IN

2d•Onsite

About The Position

This role provides administrative support for fleet and safety operations, focusing on fleet safety administration, training coordination, DOT & regulatory compliance, and general administrative support. The position involves monitoring safety scoring, managing training records, ensuring regulatory compliance, and processing confidential information. The ideal candidate will have strong organizational skills, proficiency in Microsoft Office, and excellent communication abilities.

Requirements

Strong organizational skills with exceptional attention to detail.
Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
Excellent written and verbal communication skills.
Ability to effectively manage multiple priorities and deadlines.
Strong problem-solving and critical-thinking abilities.
Ability to handle confidential information with integrity and professionalism.
Demonstrated ability to work collaboratively in a team-oriented environment.
Commitment to continuous learning and professional growth.
Must maintain a valid driver’s license and demonstrate the ability to drive a vehicle independently.

Nice To Haves

Strong knowledge of safety, compliance, and administrative processes.
Understanding of DOT and OSHA regulations.
Experience with Samsara.

Responsibilities

Monitor safety scoring, safety alerts, and safety-related communications.
Review and document fleet safety events in a timely manner.
Track driver coaching assignments, completions, and follow-up activities.
Review crash alerts for additional safety communications.
Review and process speed limit change requests.
Review and set necessary geo-fencing where appropriate.
Assist with vehicle record administration and fleet database maintenance.
Monitor vehicle maintenance and recall activity and communicate updates with locations.
Support fleet licensing, cab card, and registration processes.
Monitor and maintain Samsara equipment, including new installs and decommissioning sold vehicles.
Maintain training records and compliance documentation through Asmark and Workday.
Provide administrative support for safety meetings, training events, and educational initiatives.
Manage quarterly random drug screens.
Maintain and monitor Driver Qualification Files and related DOT records through Asmark.
Track regulatory deadlines and required documentation (e.g., Mine Safety Training, Hoist training, Inter training & tracking).
Stay current on applicable federal, state, and industry regulations.
Process and maintain confidential records and documentation.
Coordinate, order, and bill safety-related order requests for locations.
Respond to internal inquiries and provide administrative support to fleet and safety operations.
Serve as the primary handler for the General Safety ticket system.
Manage invoicing and billing.