Administration & Compliance Manager

3 months ago

Cambridge, Canada Final Mile Logistics Inc. Full time

**Job Summary**

To develop, monitor, and administer processes related to the Administration and Compliance of our business, including invoicing, collections, payables, security, fleet and carrier compliance - in an international environment through process and policy management.

**Administration (Accounting and Fleet/Carrier)**
- **Accounting**_
- Invoicing and collections,
- Accounts Payable & Receivable,
- Owner-Operator Payables and Reimbursements,
- WSIB account management,
- Accounting tasks as required,
- Some HR functions as required.
- **Fleet & Carrier**_
- Process fleet additions, terminations, and changes,
- Maintain file compliance with regulatory bodies and company policies,
- Maintain renewals and expiry dates,
- Set up & manage driver/vehicle records in the TMS (Transportation Management System),
- Set up & manage driver/vehicle hard files,
- Implement and process vehicle accident management,
- Manages fuel tax (IFTA),
- Monitors vehicle maintenance, condition, adherence to Preventative Maintenance Policy,
- Promote fleet quality by supporting best practices related to communication, customer service, on-time delivery, safe driving, driver & vehicle appearance, and fleet availability.

**Operations**
- Supports drivers/operators to help them be successful,
- Manages operation, compliance, and customer satisfaction of Dedicated business,
- Troubleshoots issues with and for operators, mediates between drivers & dispatch,
- Supports positive operator/dispatch relationships.
- Conducts training and orientation for new hires,
- Conduct and/or coordinate training for drivers and/or staff as necessary,
- Takes the lead on accident/incident management if/when they occur.

**Compliance**
- Maintain company compliance with MTO and FMCSA regulations,
- Oversee compliance programs,
- Prepare for and facilitate FMCSA and/or MTO facility audits,
- Monitor hours of service (HOS) logs and maintain compliance (MTO and FMCSA),
- Maintains valid and appropriate permits for fleet,
- Ensures all renewals and expiries are appropriate and current,
- Maintain company compliance with supply chain security programs,
- Maintain supplier compliance.

**Safety**
- Create a safe & healthy environment for the company by developing best practices and managing them,
- Hold regular health & safety meetings, no later than 6 months between,
- Creates an accident avoidance culture through training & best practice development,
- Convey regular health & safety messages to all staff and fleet - propagate a safety culture,
- Maintain compliance with vehicle maintenance schedules and records,
- Reduce risk exposure through training, and behavioral management.
- Coordinate and lead a Joint Health and Safety Committee in accordance with the OHSA

**Supply Chain Security**
- Promote processes and behaviours that create a secure work environment,
- Manage compliance with the company Supply Chain Security and Border Security programs,
- Stay current with best practices and/or requirements with Supply Chain Security programs and initiate change when appropriate,
- Function as the Security Advisor for the company.
- Experience with QuickBooks Online,
- Previous experience in similar roles,
- Existing knowledge/understanding of most of the job elements,
- Knowledge of FMCSA, MTO, and C-TPAT regulations or demonstrated ability to learn them independently,
- Effective verbal and non-verbal communication skills
- Fast learner of software programs and technology in general
- Great organization and time management skills
- Detail oriented.
- H/R experience is helpful

**Work Schedule**
- Monday to Friday day shift but available after hours for emergency situations such as an accident,
- Hybrid in-office and also remote,
- Hours are flexible to suit job requirements.

**Note**: We are a fast growing company. This role will split into two separate roles as we grow.

**Job Types**: Full-time, Permanent

Pay: $60,000.00-$90,000.00 per year

Additional pay:

- Bonus pay

**Benefits**:

- Casual dress
- Dental care
- Disability insurance
- Extended health care
- Flexible schedule
- On-site parking
- Profit sharing
- Vision care
- Work from home

Schedule:

- Day shift
- Monday to Friday

Work Location: In person

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