Safety & Fleet Compliance Specialist

Exact Stormwater Management•Midlothian, VA

9h•$55,000 - $75,000

About The Position

The Safety & Fleet Compliance Specialist supports Exact Stormwater Management’s operational safety and compliance functions by managing fleet regulatory requirements, tracking driver performance, documenting incidents, maintaining critical safety records, and ensuring adherence to DOT, OSHA, IFTA, and client compliance systems. This role plays a key part in keeping our people safe, our fleet compliant, and our operations running smoothly.

Requirements

Working knowledge of DOT/FMCSA regulations, OSHA recordkeeping requirements, IFTA reporting, and fleet operations.
Strong attention to detail, accuracy, and organization.
Excellent verbal and written communication skills.
Ability to manage multiple tasks and deadlines independently.
Highly organized and proactive
Strong follow-through and accountability
Ability to communicate clearly and professionally
Commitment to safety and regulatory compliance
Comfortable working with data, documentation, and software systems
Prior experience in fleet management and/or OSHA recordkeeping

Nice To Haves

Experience with compliance platforms (ISN, Avetta), telematics, or fleet management systems preferred.
Prior experience in safety coordination, fleet compliance, HR, or risk management preferred.

Responsibilities

Maintain comprehensive records for vehicle inspections (pre-trip, periodic, and DOT/state annual), preventative maintenance, and repair history.
Coordinate with operations and yard to schedule inspections and ensure timely completion.
Track and document fleet status, including out-of-service vehicles and upcoming inspection deadlines.
Maintain and renew all vehicle registrations, ensuring accuracy, timely submission, and proper display of updated documentation across the entire fleet.
Prepare and file IFTA fuel tax reports in accordance with state and federal requirements.
Ensure full compliance with DOT/FMCSA requirements for company vehicles and drivers.
Track safety and performance scores for all drivers using Geotab or similar systems and fleet safety platforms.
Identify trends and provide reports to management on driver behavior, violations, and coaching opportunities.
Support driver accountability efforts by assisting in follow-up coaching and corrective action documentation.
Log all safety incidents, near misses, property damage, and corrective actions.
Conduct or assist with root cause analysis for incidents and near misses, ensuring clear documentation and follow-up.
Maintain OSHA injury and illness logs (300/300A/301) accurately and in compliance with reporting deadlines.
Coordinate workers’ compensation claims, communicating with HR, supervisors, and insurance representatives as needed.
Input and update safety, insurance, training, and compliance data in client-facing systems such as ISN, Avetta, and related platforms.
Ensure company compliance profiles remain 100% up-to-date with required documentation and performance metrics.
Provide support during client audits and compliance reviews.
Assist with scheduling and coordinating internal and external safety audits.
Support safety training initiatives, toolbox talks, and safety communications based on audit findings and incident trends.
Help develop and improve safety processes and documentation to support continuous improvement.