Description

 ORGANIZATION OVERVIEW:

Loving the game is what drives you to compete at your best. And that is what’s driven us to create state-of-the-art equipment for 130 years for athletes. Under the ownership of Sumitomo Rubber Industries Ltd., Cleveland Golf, Srixon, XXIO, and Dunlop Racket Sports are a family of global brands dedicated to the joy of the game. It’s why we play. To have that feeling when all the hard work comes together for that first eagle putt, or backhand crosscourt winner. We are Dunlop Sports, a house united under the iconic Flying D logo.

JOB SUMMARY:

A Fleet and Safety Compliance Coordinator oversees and manages two distinct areas: fleet management and safety compliance administration. This dual role requires a diverse skill set and the ability to handle responsibilities in both areas.

The Fleet and Safety Compliance Coordinator plays a crucial role in ensuring the safety of company vehicles, compliance with regulations, and the efficient management of workers' compensation claims. This position requires a combination of administrative, regulatory compliance, and safety management skills.

Benefits:

• Paid Time Off: Vacation, Sick Leave, and Holidays
• Health Coverage: Medical, Dental, and Vision Insurance
• Disability Coverage: Long-Term Disability (LTD) and Short-Term Disability (STD)
• Retirement: Matching 401(k) Plan
• Flexible Spending Account (FSA)
• Life Insurance: Company provided Life and Supplemental Life Insurance options
• EV: Access to EV Charging Stations
• Additional Perks: Great employee work culture, growth, and exposure to large business

Fleet Coordinator Specific Job Duties:

Key Responsibilities- Telematics System Management

• Set up and configure driver profiles, vehicles, and reporting tools within the telematics platform Samsara.
• Monitor telematics data to identify trends in driver performance, such as speeding, harsh braking, or distracted driving.
• Generate and distribute regular reports to stakeholders, highlighting safety metrics and compliance levels.
• Analyze incidents or near-misses and provide recommendations for improvement.
• Identify drivers requiring coaching based on telematics data and coordinate with managers to implement corrective actions.
• Develop and deliver training materials and resources on safe driving practices and telematics use for both managers and drivers.
• Recognize and reward safe driving behaviors through Dunlop Sports Americas Drivers’ Reward Programs.
• Collaborate with HR and the Safety team to address violations or performance issues.

Key - Fleet Operations Management

• Develop and implement policies and procedures to manage the company's fleet effectively.
• Oversee the fleet's day-to-day operations, including vehicle maintenance, repairs, and inspections.
• Propose strategies to enhance fuel efficiency, reduce costs, and minimize vehicle wear and tear using telematics insights.
• Identify trends, patterns, and areas for improvement to enhance fleet operations and cost efficiency.
• Consistent availability to the fleet driver for guidance and assistance in their day-to-day activities.
• Complying with the requirements for commercial vehicles for local government authorities, as necessary.
• With short notice be willing to move fleet vehicles from state to state, as necessary, for sales operations.

Key Responsibilities- Fleet Maintenance and Repairs

• Ensure that members of our sales fleet are completing required oil changes and vehicle maintenance and repairs, as recommended by our national fleet partner, Enterprise.
• Coordinate with our national fleet partner, Enterprise, with mechanics and service providers to schedule maintenance, inspections, and repairs. Assess service estimated for reasonability
• Ensure compliance with maintenance schedules, service contracts, and warranty agreements.

Key Responsibilities- Cost Control

• Annually review the contract with Enterprise, our national fleet partner, to review market comparison and complete the RFP process as necessary.
• Analyze fleet-related costs and identify opportunities for cost reduction without compromising safety or quality.

Key Responsibilities- Fleet Risk Management and Compliance

• Manage vehicle registration, licensing, and insurance requirements. Including proper licensing for tour trucks.
• Investigate accidents and incidents, ensuring proper documentation and root cause analysis.
• Prepare for and assist in DOT audits, ensuring that all records, documentation, and safety practices meet DOT regulatory standards, particularly regarding the vehicles related to our tour department.
• Coordinate mandatory drug and alcohol testing for commercial drivers to ensure they are not impaired while on the job.
• Maintain accurate records of driver qualifications, vehicle maintenance, and HOS compliance, including Electronic logging devices (ELDs), specifically for drivers operating our tour trucks.

Safety Compliance Specific Job Duties

Key Responsibilities- Workers’ Compensation Management

• Receiving and processing workers' compensation claims
• Under the guidance of the Safety Engineer, assist in the investigation of claims and gathering information
• In collaboration with the HR and Safety team, assist with communicating with injured employees, supervisors, medical providers, and insurance companies
• Under the guidance of our workers’ compensation provider, MSIG, track the progress of claims and ensure that they are resolved in a timely and fair manner
• Collaborate with human resources and supervisors to facilitate the return of injured employees to work through modified duty or other accommodations when appropriate. Monitor and support the transitional work process, when necessary,
• Alongside the Safety Engineer, and management, provide information on safety measures and accident prevention.

Key Responsibilities-Safety Documentation

• Maintain current evidence of insurance of coverage from contracted vendors
• Ensure insurance certificated provide proper coverage, review policy limits, and  maintain policies with current effective dates.
• Review, and in collaboration with the Safety Engineer approve and maintain Contractor Qualification Forms

Travel Requirements:

• This role requires travel by road approximately 25% of the time to client sites, storage facilities, employee locations, or company facilities.
• The Fleet & Safety Coordinator must possess a valid driver’s license and be comfortable operating a company-provided vehicle or their own vehicle when necessary.
• Travel will primarily be within United States, with overnight stays if required.
• Mileage reimbursement will be provided in accordance with company policies for approved travel using personal vehicles.
• Compliance with traffic laws, company safety standards, and maintaining accurate travel logs is expected.

Key Performance Indicators (KPIs)

Telematics Onboarding and Configuration

• Ensure 100% timely installation and correct configuration of telematics systems for new drivers, including shipment, installation, and the enrollment of employees and managers on the Samsara dashboard, within 10 business days of onboarding

Reporting Compliance and Accuracy

• Provide telematics performance summaries, driver safety report cards and incident reports to management and the HR Director on a monthly basis, ensuring 100% compliance with reporting deadlines and maintaining accuracy in all submissions.

Reduction in Unsafe Driving Behaviors

• Achieve a measurable decrease in incidents such as speeding, harsh braking, and distracted driving by 15% within the first year

Driver Safety Program Management

• Implement Dunlop Sports Americas Driver Safety Program with at least 95% participation from eligible drivers

Driver Training and Satisfaction

• Deliver a minimum of two training sessions per quarter measure training success via post-survey employee response.

Continuous Learning and Platform Optimization

• Participate in ongoing training and achieve advanced proficiency in Samsara's platform, ensuring the implementation of at least two new features or optimizations annually to enhance fleet and safety management.

Driver Satisfaction with Fleet Support

• Achieve and maintain a driver satisfaction score of at least 85% for fleet support services, measured through annual surveys, with a focus on responsiveness, problem resolution, and overall support quality.

Vehicle Maintenance Compliance and Efficiency

• Ensure 100% adherence to vehicle maintenance schedules, including timely completion of required services and repairs as recommended by the national fleet partner. Monitor and address maintenance issues proactively, achieving a 10% reduction in unplanned vehicle downtime annually.

Accident and Workers' Compensation Documentation

• Achieve a 100% on-time submission rate for accident reports and workers compensation claims.

 DOT Audit Compliance

• Maintain a record of zero compliance violations during Department of Transportation (DOT) audits.

Safety Documentation Automation and Process Efficiency

• Automate and streamline the safety documentation process. For example, maintaining vendor required insurance ceritifications in an organized and accessible digital system.
• Develop and implement at least two process efficiencies annually to enhance overall compliance and workflow. 

Qualifications

Education & Experience:

• Bachelor’s degree in Business Administration, Logistics, Safety Management, or related field (preferred).
• Safety certifications such as OSHA 30 or Certified Safety Professional (CSP) are a plus.
• 2 years of experience working with telematics systems or in a fleet/safety compliance role.
• Expericen with Samsara telematics, a plus.

Skills and competencies:

• Exceptional verbal and written communication abilities
• Outstanding organizational skills with great attention to detail
• Excellent time management skills, coupled with the ability to meet deadlines
• Proficiency in devising appropriate solutions for emerging issues
• Ability to work under pressure and make decisions in a fast-paced environment.
• Demonstrated interpersonal skills when collaborating with different departments
• Proficiency in bilingual (Spanish/English) communication is preferred.
• Strong analytical skills with the ability to interpret and present complex data.
• Excellent communication and interpersonal skills to interact with drivers, managers, and vendors.
• Knowledge of telematics systems, preferably Samsara, and fleet management tools. Preferably, Enterprise.
• Understanding of DOT regulations and safety standards (preferred).
• Proficiency in Microsoft Office Suite and data visualization tools (e.g., Excel, Power BI).

Work Environment and Physical Requirements:

• Meeting physical demands, including standing, walking, lifting, and bending.
• Work is performed in an office setting with occasional travel to field locations or driver hubs.
• May require extended hours during peak fleet operations or incident investigations.
• Ability to sit, stand, and use standard office equipment for prolonged periods.
• Lifting objects weighing a maximum of 30 pounds.

An employee must meet the physical demands described here to perform the essential functions of this job successfully. Occasionally required to kneel, climb, and reach with hands and arms above shoulder level, lift to 30 pounds. To bend, sit, stand, squat, stoop, walk, push, pull, and reach with hands and arms at shoulder level or below. Always wear the appropriate safety equipment, including gloves, glasses, aprons, belts, etc.

DISCLAIMER: This job description generally indicates the nature and levels of work, knowledge, skills, abilities, and other essential functions (as covered under the Americans with Disabilities Act) expected of an incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of an incumbent. An incumbent may be asked to perform other duties as needed Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Nothing in this position description changes the at-will employment relationship between the company and its employees.

DSA is an equal-opportunity employer. Qualified candidates will receive consideration for employment without regard to race, color, religion, national origin, gender, sexual orientation, gender identity or expression, age, mental or physical disability, reproductive health decision-making and genetic information, marital status, citizenship status, military status, protected veteran status or any other category protected by law.

Salary : $70,000 - $85,000