Pilot Thomas Logistics
  • 22-Jul-2014 to 06-Aug-2014 (EST)
  • Office Staff
  • Oklahoma City, OK, USA
  • DOE
  • Hourly
  • Full Time


Responsible for scheduling drug screens and physicals, recordkeeping for safety related information. Candidate acts as liaison between the company and external agencies providing background, drug screens and physicals to Associates.




  • Onboard all new hires for the area assigned
    • All communication regarding failed drug screens and physicals to managers and recruiters comes from me
    • Communicating with all applicants regarding failed physicals assisting them with how to get a one year card if they are eligible etc.
    • Verification of employment
      • Complete all verification of Employment for DOT employees
      • Credentials
        • Track all driver credentials for expiration and renewal
        • Send Expired Credential courtesy report to Operations
        • Send notifications to Operations on Unqualified Drivers
        • Assist EHS managers with accidents as needed; scheduling drug screens, arranging post-accident drug/alcohol testing
        • Drug and alcohol program administration
          • Notification on random testing
          • Monitoring results
            • Assuring the correct tests were performed
            • Running down BATs as needed
            • Notification of positive results (all)
            • Assisting DISA contacting donor for positive interviews
            • Updating DISA, TPS and NCMS rosters for compliance
  • Communicate with all clinics regarding any issues drug screens or physicals
  • Shipping clinics Chain of Custody as needed
  • Ensure payment of all invoices relating to EHS
    • Code all invoices and submit to AP
    • DISA  has 3 separate invoices every 2 weeks; HIRERIGHT is monthly
    • Monitor all invoices to ensure that we are being billed correctly, that our accounts are current; and assist clinics with any payment issues (slow pay) from PLS or DISA
    • Ordering supplies
      • Order all of the driver paperwork for all regions; office supplies for safety and OKC Frac
      • Assisting regions with special ordering
      • Annual Renewals
        • PERS for all regions
        • Run and review BI Annual MVR's
        • Send driver annual certificates of violations to drivers and complete annual reviews
        • Submit DOT medical certificates and State specific self-certification affidavits to states on behalf of drivers
        • Other Admin assistance
          • Assist with DQ file updates
          • Monitor monthly and weekly terms
          • Assist with scheduling, contacting drivers etc.
          • Process and code fines/tickets – when company responsible
          • Sort and File applicable EHS Mail
            • DRIVER Packets – envelopes that drivers send in that contain everything.
              • Logs/DVIRS - us
              • BOLS – Barbara Cartmill
              • Environmental – Josie Htoon
              • Trip Sheets – Transportation
              • Expense Reports – Melanie Williams
              • Checks from Customers – Stephanie Mauldin
  • EHS Mail
    • Physicals
    • Invoices
    • Junk mail
    • Renewals
    • Tickets




This job description provides the essential duties and responsibilities for the position of DOT/EHS Administrator, but it is not an all-inclusive list.  The DOT/EHS Administrator may be called upon to assist in other areas and activities as deemed necessary by the EHS Director

This position has been closed and is no longer available.
Pilot Thomas Logistics


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