Safety Assistant

Location: APL Cargo Inc., Moldova
Department: Safety Department
Reports To: Safety Manager

Job Summary:
The Safety Assistant supports the Safety Department in maintaining compliance with company policies, DOT/FMCSA regulations, and industry best practices. This role involves managing regulatory documentation, monitoring driver compliance, assisting with audits, and ensuring all required records are up to date. The Safety Assistant also plays a role in the hiring and termination process for drivers to ensure safety and compliance standards are met.

Key Responsibilities:
Driver Hiring & Termination

• Verify and process Driver Qualification (DQ) files, including background checks, MVR reports, and medical certifications.
• Ensure all hiring paperwork and compliance documentation are completed before onboarding.
• Assist in conducting a safety training sessions.
• Maintain records and documentation related to driver terminations, ensuring compliance with company policies and DOT regulations.

Regulatory & Compliance Management

• Annual Driver MVR & Clearinghouse: Conduct annual MVR (Motor Vehicle Record) checks and ensure compliance with the FMCSA Drug & Alcohol Clearinghouse regulations.
• UCR (Unified Carrier Registration): Ensure the company’s UCR registration is up to date and compliant with FMCSA regulations.
• MCS-150: File and update the MCS-150 form as required for FMCSA compliance.
• IRP Account Management: Maintain and update International Registration Plan (IRP) records, ensuring timely renewals and compliance.
• 2290 Files: Track and manage Heavy Vehicle Use Tax (HVUT) 2290 filings, ensuring all vehicles are properly documented.
• Equipment Files: Maintain equipment registrations and inspection records, ensuring compliance with DOT/FMCSA regulations.
• Driver Qualification (DQ) Files: Organize and update DQ files, including medical certificates, MVR checks, licenses, and required driver documents.

Safety Monitoring & Compliance

• Monitor driver harsh events (harsh braking, acceleration, and cornering) and take necessary actions to prevent future incidents.
• Monitor driver speeding events and ensure compliance with company policies and road regulations.
• Assist in monitoring CSA scores and identifying areas for improvement.
• Monitor and report speeding violations, overweight violations, and range road violations.
• Assist monitor the driver's Commercial Driver's License (CDL).

Incident & Claims Management

• Collect data related to accidents, violations, and safety incidents.
• Maintain records of safety investigations and assist in preparing reports.
• Assisting on Following up with drivers on corrective actions as needed.

Training & Driver Support

• Assist the Safety Manager in conducting safety training for drivers.
• Ensure drivers are informed about company policies, new regulations, and compliance requirements.

Administrative & Documentation Duties

• Maintain accurate and organized records for all safety-related files.
• Update and input data in McLeod, Samsara, and other safety management systems.
• Ensure all documents and reports are submitted on time.

Qualifications & Skills:

• Experience in transportation safety, compliance, or administrative support (preferred).
• Familiarity with DOT/FMCSA regulations, IRP, 2290, DQ files, MVR, Clearinghouse, UCR, and MCS-150.
• Experience with driver hiring, screening, and onboarding processes (preferred).
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and safety management software (e.g., McLeod, Samsara).
• Ability to handle sensitive information with confidentiality.
• Strong communication skills and ability to work independently.

Work Environment:

• Office-based role.
• Standard business hours, with flexibility required during audits or safety investigations.

Compensation & Benefits:

• Competitive salary based on experience.
• Opportunities for professional development and training.
• Potential for career advancement within the Safety Department.