DOT Compliance Coordinator (Dallas)
Reddy Ice, Dallas, TX, United States
POSITION PURPOSE
The DOT Compliance Coordinator ensures all driver qualification and regulatory requirements are met in compliance with DOT and company standards. This role maintains accurate Driver Qualification Files (DQFs), tracks critical compliance deadlines, and coordinates medical certifications and drug and alcohol testing programs. Partnering with Safety, HR, and Operations, this position supports audits, drives timely compliance, and helps minimize risk through strong attention to detail, organization, and proactive follow-up.
Demonstrates our “True North” attributes: voice of the customer, respect for the individual, no nonsense communication and utilization of facts, servant leadership and has a continuous improvement mindset in every facet of leadership and daily interaction. Leads, collaborates and demonstrates the lean principles and utilizes the lean methodologies and tools to facilitate continuous process improvements and value creation for our customers, employees and shareholders. Actively utilizes lean tools (VSM, Kaizen, A3, etc.) to inform and assess business opportunities to drive continuous improvement. Lead and participate in Kaizen and value stream mapping activities.
DUTIES & RESPONSIBILITIES
Collect, review, and submit commercial driver prequalification documentation to ensure candidates meet DOT and company requirements prior to hire.
Maintain and audit Driver Qualification Files (DQFs) to ensure completeness, accuracy, and full compliance with DOT regulations and company policies.
Monitor and track expiration dates for driver licenses and medical certifications; proactively follow up with drivers and managers to ensure timely renewals and prevent compliance gaps.
Coordinate and schedule DOT medical exams and recertifications, ensuring all required documentation is completed and submitted on time.
Accurately update and maintain driver records in applicable systems with current licensing and medical certification information.
Coordinate DOT and non-DOT drug and alcohol testing, including ordering, tracking, and documentation, in accordance with regulatory and company requirements.
Maintain strict confidentiality of sensitive employee information and ensure compliance with data privacy and security standards.
Provide cross-functional support to the Safety team, including backup support for ELD systems and assisting drivers and managers with Hours of Service (HOS) compliance questions and communications.
Support compliance initiatives, audits, and special projects as assigned to ensure ongoing adherence to DOT regulations.
Adhere to the Code of Business Ethics is essential. We value honesty and integrity above all else and we expect our employees to be committed to the highest ethical standards.
Maintain high safety standards. Safety is personal for us all.
CONTACTS
Internal: Contact with all levels of employees, at both corporate and field locations.
EDUCATION & EXPERIENCE
2-4 years’ experience in DOT Compliance, safety, HR Operations, or a related administrative role.
High school diploma or equivalent required; associate or bachelor’s degree in human resources, Business Administration, Safety, or related field preferred
Experience working with Driver Qualification Files (DQFs) and DOT regulations (FMCSA) strongly preferred
Familiarity with drug and alcohol testing programs, medical certifications, and driver onboarding processes preferred
Experience in a multi-site, field-based, or operations-heavy environment (e.g., transportation, logistics, manufacturing) preferred
Knowledge of DOT Regulations is preferred.
Able to operate independently with daily assigned tasks.
Proficiency in Microsoft Office (Excel, Word, Outlook).
Excellent organizational skills and strong attention to detail.
Strong communication and problem-solving abilities.
Excellent written and verbal communication skills.
The DOT Compliance Coordinator ensures all driver qualification and regulatory requirements are met in compliance with DOT and company standards. This role maintains accurate Driver Qualification Files (DQFs), tracks critical compliance deadlines, and coordinates medical certifications and drug and alcohol testing programs. Partnering with Safety, HR, and Operations, this position supports audits, drives timely compliance, and helps minimize risk through strong attention to detail, organization, and proactive follow-up.
Demonstrates our “True North” attributes: voice of the customer, respect for the individual, no nonsense communication and utilization of facts, servant leadership and has a continuous improvement mindset in every facet of leadership and daily interaction. Leads, collaborates and demonstrates the lean principles and utilizes the lean methodologies and tools to facilitate continuous process improvements and value creation for our customers, employees and shareholders. Actively utilizes lean tools (VSM, Kaizen, A3, etc.) to inform and assess business opportunities to drive continuous improvement. Lead and participate in Kaizen and value stream mapping activities.
DUTIES & RESPONSIBILITIES
Collect, review, and submit commercial driver prequalification documentation to ensure candidates meet DOT and company requirements prior to hire.
Maintain and audit Driver Qualification Files (DQFs) to ensure completeness, accuracy, and full compliance with DOT regulations and company policies.
Monitor and track expiration dates for driver licenses and medical certifications; proactively follow up with drivers and managers to ensure timely renewals and prevent compliance gaps.
Coordinate and schedule DOT medical exams and recertifications, ensuring all required documentation is completed and submitted on time.
Accurately update and maintain driver records in applicable systems with current licensing and medical certification information.
Coordinate DOT and non-DOT drug and alcohol testing, including ordering, tracking, and documentation, in accordance with regulatory and company requirements.
Maintain strict confidentiality of sensitive employee information and ensure compliance with data privacy and security standards.
Provide cross-functional support to the Safety team, including backup support for ELD systems and assisting drivers and managers with Hours of Service (HOS) compliance questions and communications.
Support compliance initiatives, audits, and special projects as assigned to ensure ongoing adherence to DOT regulations.
Adhere to the Code of Business Ethics is essential. We value honesty and integrity above all else and we expect our employees to be committed to the highest ethical standards.
Maintain high safety standards. Safety is personal for us all.
CONTACTS
Internal: Contact with all levels of employees, at both corporate and field locations.
EDUCATION & EXPERIENCE
2-4 years’ experience in DOT Compliance, safety, HR Operations, or a related administrative role.
High school diploma or equivalent required; associate or bachelor’s degree in human resources, Business Administration, Safety, or related field preferred
Experience working with Driver Qualification Files (DQFs) and DOT regulations (FMCSA) strongly preferred
Familiarity with drug and alcohol testing programs, medical certifications, and driver onboarding processes preferred
Experience in a multi-site, field-based, or operations-heavy environment (e.g., transportation, logistics, manufacturing) preferred
Knowledge of DOT Regulations is preferred.
Able to operate independently with daily assigned tasks.
Proficiency in Microsoft Office (Excel, Word, Outlook).
Excellent organizational skills and strong attention to detail.
Strong communication and problem-solving abilities.
Excellent written and verbal communication skills.