Fleet and Safety Compliance Coordinator

Description

Position: Fleet and Safety Compliance Coordinator 

Program Assignment: Operations 

Supervisor: Director of Operations 

Job Summary: The Fleet and Safety Compliance Coordinator ensures that all organizational assets (facilities and vehicles) and its related programs are properly tracked and remain in compliance with safety and regulatory standards. This role includes responsibilities such as site safety and inspections, vehicle management and safety including oversight of monitoring driver behavior through video footage review to promote safe driving practices, and security oversight at our many locations. The ideal candidate will have strong analytical skills, pay attention to detail, and practice a commitment to safety protocol throughout the organization and will work closely with the Director of Operations, the Assistant Director of Operations, the Chief Operating Officer and the maintenance team. The team member is also expected to establish working and professional relationships with the site managers at all Abilis locations. This position is based in Stamford and will serve as the building’s main point of contact for Operations. 

Schedule: Monday – Friday 8:30 am – 5:00 pm, exempt 

Essential Functions for Facilities Oversight: 

• Conduct Site Safety Inspections, each site once every 6 months including sprinkler review, fire safety, emergency lighting, water temp, alarm 
• Coordinate regular fire drills at our main sites, provide support to residential and day sites as needed 
• Prep for and participate in Safety Committee meetings held 4-5 times per year 
• Responsible for security camera monitoring 
• Respond to alarm system and troubleshoot as needed - Fire, Smoke, CO 
• Review and update and/or create Workplace Safety Management, Training and Policies – may be responsible for conduct training and education sessions as needed 
• Offer General Home Safety Training and Communications 
• Coordinate sprinkler inspections and maintenance coordination (4 x per year) - CLAs, ICFs (roughly 10-12) 
• Coordinate Fire Marshall and DDS Safety Inspections (once a year) - CLAs, ICFs, HQ, Harvard, East Lane 
• Review and update and/or create Security Access Policy and Approvals 
• Regularly review and promptly respond to high priority issues in our work order system, which includes scanning all work orders for concerning items that should be prioritized. 
• Monitor inventory levels, conduct routine inventory audits and review expiration dates of all emergency and medical supply closets. 
• Ad-hoc projects as needed 

Essential Functions for Fleet Management: 

• Ensure all vehicles meet state and federal safety requirements, including inspections, registrations, and emissions testing. 
• Maintain up-to-date documentation for all vehicles, including insurance, registrations, inspection records, lease vs ownership status, and associated costs to assist with compliance, state filings, proper asset tracking and capital/operating planning. 
• Coordinate with maintenance teams and schedule timely repairs and preventive maintenance of vehicles. 
• Stay informed on local, state, and federal transportation regulations and implement any changes. 
• Review video footage from in-vehicle cameras to assess driver performance and identify unsafe behaviors (e.g., speeding, distracted driving). 
• Provide regular feedback and reports to drivers, managers and HR based on video analysis. 
• Identify patterns or trends in unsafe driving and develop action plans to address them. 
• Investigate and document incidents or accidents involving organizational vehicles and assist with insurance claims. 
• Develop and deliver safety training programs to drivers, emphasizing safe driving habits, compliance requirements, and best practices. 
• Create and update vehicle usage policies to align with organizational goals and regulations. 
• Monitor compliance with policies, including proper vehicle use and maintenance reporting by drivers. 
• Collaborate with insurance providers and legal teams to handle claims and reduce liability risks. 
• Maintain detailed logs of driver incidents, video reviews, and compliance activities. 
• Prepare regular reports for leadership, summarizing key findings, fleet performance, costs, vehicle status and areas of improvement. 
• Assist with budget planning and forecasting for fleet-related compliance costs. 
• Special projects may include transportation routing and efficiencies such as coordinating the scheduling of vehicles for program use, ensuring optimal availability and efficiency. 
• Monitor vehicle usage and allocate resources according to program needs. 
• Maintain a database of all vehicles, drivers, and usage logs. Manage keys at this location. 
• Track vehicle warranties and roadside assistance coverage for timely repairs. 
• Maintain accurate records of maintenance, fuel usage, mileage, and driver incidents. 
• Communicate policies and guidelines to all drivers to ensure safe vehicle operation. 
• Collaborate with HR to ensure compliance with driving requirements and conduct new employee driving tests 
• Regularly review and promptly respond to high priority issues in our work order system, which includes scanning all work orders for concerning items that should be prioritized. 
• Ad-hoc projects as needed 

Qualifications

Qualifications: 

• Associate’s or Bachelor’s degree in Safety Management, Logistics, or a related field preferred. 
• 2 years of experience in fleet management, safety compliance, or transportation logistics. 
• Knowledge of transportation safety regulations (e.g., DOT) and vehicle maintenance. 
• Ability and knowledge of installing and using in-vehicle monitoring systems (e.g., GPS tracking, dashcams). 
• Excellent organizational, analytical, and communication skills. 
• Proficiency in Microsoft Office Suite (Word, Excel) and fleet management software. 
• Excellent organizational, time management, and communication skills. 
• Valid driver’s license with a clean driving record. 

Physical Requirements: 

• Travel between Abilis locations is required. 
• Ability to drive vehicles and inspect fleet vehicles as needed. 
• Comfortable working outdoors, in garage environments, and viewing video footage regularly. 
• Occasional lifting of items up to 30 pounds may be required. 

Salary : $50,000 - $60,000