Manager, Fleet Regulatory and Administration

1 month ago

Montréal, Canada Canadian National Railway Full time

At CN, everyday brings new and exciting challenges. You can expect an interesting environment where you’re part of making sure our business is running optimally and safely―helping keep the economy on track. We provide the kind of paid training and opportunities that long-term careers are built on and we recognize hard workers who strive to make a difference. You will be able to thrive in our close-knit, safety-focused culture working together as ONE TEAM. The careers we offer are meaningful because the work we do matters. Join us

Job Summary

The Manager, Fleet Regulatory and Administration is responsible for overseeing the planning and coordination of day-to-day and long-term regulatory assurance and administrative activities for the On Company Services (OCS) vehicle Fleet. The incumbent meets with numerous internal and external stakeholders on various fleet management requirements and activities including directing and maintaining a highly efficient and qualified staff in charge with regulatory compliance, licensing, permits, fuel cards, and invoice payment for monthly expenses. The role ensures the production, analysis, and monitoring of productivity reports, as well as takes corrective actions and implements improved methods and processes. The position sets team objectives and ensures they are aligned with CN’s corporate and departmental strategy.

Main Responsibilities

Lead Regulatory Compliance Team
- Ensure compliance to National Security Council (NSC) and Department of Transportation (DOT) regulations related to Driver Qualifications (DQ), Hours of Service (HOS) log and Daily Vehicle Inspection Records (DVIR)
- Handle the regulatory policy and requirements training program, providing guidance and vision on all training materials
- Monitor, report and complete audits for compliance
- Handle and report on health of Electronic Logging Device (ELD) and data
- Act as a Subject Matter Expert (SME) to support CN Legal, Human Resources (HR), and Occupational Health and Safety departments within Canada and the United States (U.S.)

Operations Management
- Ensure all fuel credit cards for vehicles and miscellaneous equipment is functioning and address issues as they arise
- Oversee invoice processing activities for Fleet Management operations
- Ensure that invoices are being processed correctly and align with Taxation to ensure that proper tax codes are being applied to all invoices (e.g., repairs, maintenance, new vehicle purchases, leases)
- Handle all escalations related to unpaid invoices or payment term issues
- Ensure payment of all infractions on the fleet to allow for the monthly renewals of vehicles, licenses and permits
- Handle any administrative issues or emergency permit requests
- Ensure Carrier Profile Safety Fitness Certificates are being renewed annually to avoid any NSC and DOT vehicles being grounded
- Oversee the vehicle disposal process
- Aid with customs-related issues

Productivity Reports and Reporting
- Ensure annual listing of all vehicles are covered under CN’s insurance policies
- Provide leased vehicle reports on termination and buyouts resulting from lease expiration or payment refusal
- Provide accurate listings to benefits for taxation purposes
- Report and advise on any overcharges on tires based on contract pricing
- Assist in resolving issues with vendors in relation to the Fleet Replacement Program
- Produce accident, fuel compliancy and exception reports
- Perform audits to ensure compliance with CN’s Vehicle Use and Authorization Policy

Data Integrity and Master Data in Maintenance System and Systems, Applications and Products (SAP)
- Maintain Data Integrity and Master Data in the maintenance system for Fleet Management
- Produce various reports for internal customers
- Provide quarterly or monthly reports including financials, leases, fuel, and take-home vehicles
- Provide documentation and ensure proper paperwork is provided to Taxation for government audits
- Ensure that vehicles are set up correctly in the system and proper tax codes are applied
- Act as a first point of contact, coordinate and provide information for all audit requests

Management of Permits, Licensing and Fuel Card Issues
- Handle fuel card issues at the gas station to arrange for payment
- Handle replacement, renewals, and any escalations when cards are not working properly and involve the card provider to solve reoccurring issues
- Handle open merchant levels and card prompts for all credit cards
- Ensure that the card provider is responding to all CN inquiries in a timely fashion
- Contact the permit office or the province to ensure that any grounded vehicles have proper documentation to circulate
- Ensure that all vehicle registrations are renewed to avoid fleets being grounded
- Address issues related to compromised, lost or stolen fuel cards with the card provider ensuring they are cancelled in a timely manner to avoid any fraudulent activity

Working Conditions
- The role has st

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