Transportation Compliance Coordinator

: A Transportation Compliance Coordinator is responsible for managing all aspects of carrier compliance as it relates to carrier documentation, billing, and accessorial charges. As a compliance coordinator, accurate and timely auditing of transactions ensures our carriers are billing correctly and getting paid in a timely manner. A carrier coordinator is well-versed in our TMS, billing and documentation aspects and serves as a key point of contact between the carrier and iGPS. Addressing carrier discrepancies immediately, timely response to carrier questions and complaints and ensuring we are paying carriers appropriately and timely is essential to this position. 

Job Duties and Responsibilities: 

• Ensure loads in TMS system are appropriately updated and closed with proper documentation. 
• Utilize TMS to ensure discrepancies are identified, corrected, and captured appropriately.
• Conduct audits on loads to validate carriers are uploading accurate documents with necessary information.
• Audit and Process Trailer Detention Requests through the Trailer Detention Portal. Provide weekly summary of Week and Month to-date payables. 
• Audit freight bills submitted by carriers for validity against customer specific billing rules and iGPS contracts. Provide Weekly report of # of Audits, percent failed, number of shipments on Websettle hold.
• Audit Invoice Exception Report weekly, Report discrepancies to Carrier Procurement Manager, Director of Transportation, Director of Supply Chain Strategy and Strategic Project Supervisor.  
• Work in conjunction with Fleet Operations for Driver Safety Compliance utilizing the Samsara Telematics Reporting. (see relative functions below)
• Maintain and update Fleet Files.   
• Performs other related duties as assigned by management.
• Hours of Service (HOS) Compliance:
• Monitor and manage driver HOS compliance using the Samsara ELD system.
  • Review driver logs and identify potential violations.
  • Address unassigned driving time and ensure accurate logbook management.
  • Use Samsara's Compliance Dashboard to get an overview of HOS violations and track trends.
  • Provide coaching and training to drivers to ensure accurate logging and compliance.
• Driver Vehicle Inspection Report (DVIR) Management: 
  • Utilize Samsara to streamline DVIR processes, ensuring drivers perform pre- and post-trip inspections.
  • Address identified maintenance issues and coordinate repairs.
  • Driver Safety and Behavior Monitoring: 
    • Use Samsara's fleet tracking and AI dash cams to monitor driver behavior.
    • Identify and address risky behaviors such as harsh braking, acceleration, or speeding.
    • Utilize data to support driver training and safety initiatives.
  • Fleet Maintenance and Compliance: 
    • Monitor vehicle diagnostics and maintenance records using Samsara's platform.
    • Coordinate preventative maintenance schedules and ensure timely repairs.
    • Track and manage necessary permits and certifications (e.g., IRP, IFTA).
  • Reporting and Analysis: 
    • Generate and analyze reports related to HOS violations, unassigned hours, and other compliance metrics.
    • Use data to identify areas for improvement and implement corrective actions.
    • Report on compliance performance to relevant stakeholders.
  • Regulatory Compliance: 
    • Stay up-to-date on federal, state, and local regulations relevant to fleet operations.
    • Ensure compliance with regulations like the FMCSA ELD mandate and California's Clean Truck Check standards.
    • Prepare for and support audits and roadside inspections.
  • Documentation and Record Keeping: 
    • Maintain accurate and organized records related to compliance, including driver qualification files, HOS logs, and maintenance reports.
    • Ensure proper documentation of accidents, incidents, and corrective actions.  

Job Qualifications: 

• High school diploma or general education degree (GED), or one to three months related experience and/or training, or equivalent combination of education and experience.
• 1 year of account management experience
• Invoice audit and discrepancy management experience
• Proficient in use of TMS to identify discrepancies in load details
• Proficient in Microsoft Office (excel, word, outlook)
• Customer service experience with good phone skills
• Supply chain experience
• Carrier management/engagement experience
• Accounts payable experience

Job Competencies: 

• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Strategic Thinking - Develops strategies to achieve organizational goals; Understands organization's strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions. affirmative action and respects diversity.