Fleet Regulatory Compliance Manager

Synagro partners with stakeholders to clean our water, protect our environment and serve our communities by generating worth from what others consider waste. We work to protect the health of our water, our Earth and those who depend on them now and in the future. 

What good is a job without great benefits to reward your hard work? Here are some highlights of what Synagro has to offer:

• 15 days paid time off
• 10 Holidays
• Medical/Dental/Vision (within 30 days of hire)
• Health Saving Account (HSA) with company match
• Flexible Spending Account (FSA)
• 401(k) with company match (fully vested upon hire)
• Career growth and promotional opportunities
• Tuition Reimbursement

Job Summary:

The Fleet Regulatory Compliance Manager is responsible for overseeing all aspects of fleet compliance to ensure adherence to federal, state, and local transportation regulations. This role manages DOT compliance, vehicle licensing and registration, fuel tax and IRP reporting, and regulatory filings, while maintaining accurate fleet records and audit readiness. The position partners closely with field operations, safety, legal, and accounting teams to support consistent compliance practices, resolve issues, and ensure timely completion of all regulatory requirements. Success in this role requires strong attention to detail, the ability to manage multiple deadlines, and a proactive approach to maintaining compliance across a multi-state fleet operation.

Key Responsibilities:

• Maintain historical record keeping on all equipment purchases, disposals, and correspondence.  
• Complete Request for Asset Sale book value information when needed, get appropriate signatures, forward checks to accounting, complete bill of sale/title information and send to purchaser. 
• Perform any special projects requested by field personnel or management. 
• Sort, process and distribute misc. fleet paperwork. 
• Maintain and process the equipment and transportation information needed for renewals of all registrations, permits, decals, licenses, insurance reports and off-road fuel refunds.
• Work with managers on any renewals requiring out of state action (e.g., Ohio renewals must be processed in person through the county offices.)
• Request check, renew and distribute renewals. 
• Information/requirements for new vehicles.
• Note area info (project, driver, manager) on incoming registrations.
• Track registrations coming due or past due based off the FordPro/Fleetio.
• Follow-up with field locations for credentials (inspection/emissions) needed. Contact state agencies on requirements and costs on registering and permitting new vehicles.
• Complete information to Legal Dept. for insurance tracking on all equipment.

Fuel Taxes/IRP:

• Work with JJ Keller/field locations on any required information needed for monthly/quarterly fuel tax/IRP needs. 
• Review and code weekly/monthly invoices. 
• Request checks for appropriate needs. 
• Review and update data requested on renewing annual fuel tax and IRP licenses.
• Document and distribute renewed fuel tax licenses and IRP registrations. 
• Fuel Tax refunds

 Yearly Renewals:

• Maintain and process the equipment and transportation information needed for renewals of all registrations, permits, decals, licenses, insurance reports and off-road fuel refunds.
• Work with managers on any renewals requiring out of state action (e.g., Ohio renewals must be processed in person through the county offices.) 
• Request check, renew and distribute renewals. 
• Information/requirements for new vehicles.
• Note area info (project, driver, manager) on incoming registrations.
• Track registrations coming due or past due based off the FordPro/Fleetio.
• Follow-up with field locations for credentials (inspection/emissions) needed. 
• Contact state agencies on requirements and costs on registering and permitting new vehicles.

Miscellaneous: 

• Maintain historical record keeping on all equipment purchases, disposals, and correspondence.  
• Complete Request for Asset Sale book value information when needed, get appropriate signatures, forward checks to accounting, complete bill of sale/title information and send to purchaser. 
• Perform any special projects requested by field personnel or management. 
• Sort, process and distribute misc. fleet paperwork. 
• Complete information to Legal Dept. for insurance tracking on all equipment.   

Heavy Vehicle Use Tax, UCR and MCS150:

• Create spreadsheet for Heavy Vehicle Use Tax listing vehicles, amount due per GVW, total miles traveled in the past year (to determine if less than 5000 miles for credit) and cost codes. 
• Complete 2290 tax form, request check, renew and file. 
• Complete UCR applications annually.

Qualifications:

• Minimum High School Diploma or equivalent (GED) required.
• Ability to learn maintenance and compliance tracking systems.
• Basic understanding of heavy trucks, trailers, equipment, and rebuilding equipment.
• Basic understanding of commercial driver regulations.
• Valid, clean driver’s license.
• Must have computer skills and experience with Word & Excel.

KEY SUCCESS FACTORS:

• Self-motivated, results oriented.
• Effective oral and written communication skills
• Critical thinking and analytical skills
• Superior project & time management skills
• Outstanding interpersonal and customer service skills with the ability to generate efficient, high-quality outcomes.

COMPETENCIES:

• Customer Focus
• Action & Results Oriented
• Flexibility
• Approachability
• Understands the cultures of organizations.
• Time Management – Values time, uses his/her time effectively and efficiently.

QUALIFICATIONS:

• Minimum of 3 years working within a transportation/fleet department.
• Ideal candidate has knowledge of transportation regulatory requirements, emerging trends, and issues.
• Understanding of transportation safety standards and guidelines.
• DOT compliance knowledge.
• Operations/Transportation experience preferred.
• Working knowledge of Windows, Excel, Word, and Outlook.
• Excellent communication/decision-making skills.
• Ability to interact with multiple departments, geographic regions, and different levels of management.
• Equipment knowledge is a plus.

*This role is hybrid requiring 2 days in office per week*

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be an exhaustive list of all essential job functions, knowledge, skills, abilities, efforts, and physical or working conditions associated with a position.