HSE & Fleet Coordinator

Vortex Companies, LLC•Houston, TX

About The Position

The HSE & Fleet Coordinator is responsible for maintaining Health, Safety & Environment (HSE) and fleet management software systems, producing accurate and timely reports, and supporting insurance and incident claims. This role ensures data integrity, regulatory compliance, and effective reporting to support operational, safety, and risk management outcomes across the organization.

Requirements

Associate’s or Bachelor’s degree in Occupational Health & Safety, Business Administration, or related field (or equivalent experience)
Minimum 5+ years of experience in HSE, Fleet, and compliance regulations
Experience managing fleet telematics programs (Samsara), safety systems (Safety Plus), and learning management systems (iCAN)
Strong knowledge of OSHA, DOT and compliance regulations
Proficient in Microsoft Office Suite
Excellent organizational, communication (written and verbal) and problem-solving skills
Ability to manage multiple priorities in a fast-paced environment

Responsibilities

Maintain, update and review company HSE policies and procedures
Monitor compliance with OSHA, DOT, and environmental agencies
Input toolbox talks, lunch and learns and annual compliance training into safety management system (Safety Plus)
Ensure new hires are entered into safety management system (Safety Plus) and enrolled into appropriate orientations and ongoing training via learning management system (iCAN)
Maintain incident, injury, and near-miss reporting in safety management system (Safety Plus)
Track safety metrics weekly, monthly, and quarterly and prepare reports for leaderships review
Ensure proper documentation for audits, inspections, incident reports and regulatory compliance are turned in, in a timely manner
Promote a proactive safety culture across all departments
Serve as the primary point of contact for insurance related matters and claim processing
Report claims to the carrier in a timely manner
Maintain accurate records of claims, repairs, and settlements, and supporting documentation
Work closely with HSE representatives, fleet representatives, and insurance adjusters to facilitate claim resolution
Monitor claim status and follow-up to ensure timely processing and closure of claims
Analyze accident and claim trends to support risk reduction and loss prevention initiatives
Assist with accident review processes and implementation of corrective actions to minimize future claims
Monitor fleet utilization, fuel consumption, and maintenance cost
Maintain accurate fleet records, insurance, and compliance documentation
Maintain driver training records and assist with scheduling additional training as needed.
Monitor fleet telematics system (Samsara) and run weekly fleet safety, and utilization reports
Monitor compliance with DOT and transportation regulations
Maintain and organize electronic records (OSHA 300 logs, insurance documentation, etc.)
Prepare compliance and performance reports for department and leadership
Assist with vendor coordination and procurement of safety and fleet related items/services
Support internal audits and continuous improvement initiatives
Other duties as assigned