Regulatory Compliance and Records Management Officer

Regulatory Compliance and Records Management Officer If you are interested in challenging and innovative work, excited about teamwork and collaboration and wanting to join a growing company, this job is for you Join us today to Hercules Moving Company Inc. and become one of a member of our growing team where everyone treated like a family member. Job Duties and Responsibilities 1. Regulatory Oversight and Compliance Management o Ensure that all company operations comply with applicable federal, provincial/state, and municipal laws governing transportation, logistics, labor, and workplace safety. o Monitor compliance with transportation regulations such as vehicle licensing, driver hours of service, load limits, and route restrictions. o Maintain up-to-date knowledge of relevant regulations (e.g., Department of Transportation, FMCSA, Transport Canada, or other regional authorities) and communicate updates to management and staff. 2. Policy and Procedure Development o Develop, implement, and maintain internal compliance policies and procedures to support safe, ethical, and lawful business operations. o Establish standardized documentation systems to ensure consistency in contracts, shipping records, client disclosures, and service agreements. o Create checklists and operational standards for packing, loading, storage, and delivery activities to ensure compliance with internal quality and safety requirements. 3. Audit and Monitoring Activities o Conduct regular compliance audits of operational sites, vehicles, and administrative procedures to verify adherence to laws, permits, and company policies. o Review and analyze audit findings, identify areas of non-compliance, and recommend corrective and preventive actions. o Maintain organized records of inspections, licenses, permits, and audit results for internal and external review. 4. Training and Staff Awareness o Develop and deliver training sessions for drivers, warehouse workers, and administrative staff on compliance, safety standards, and ethical business practices. o Ensure all employees understand and adhere to documentation requirements, customer privacy laws, and environmental or hazardous materials handling regulations when applicable. 5. Safety and Risk Management o Oversee compliance with occupational health and safety standards, including proper lifting practices, vehicle loading procedures, and warehouse safety measures. o Collaborate with the Safety Manager to investigate accidents, incidents, and customer claims to determine root causes and implement preventive measures. o Monitor and enforce adherence to company safety policies, ensuring all vehicles, facilities, and equipment meet regulatory inspection standards. 6. Licensing, Permits, and Insurance Coordination o Ensure that all company vehicles, drivers, and facilities possess valid operating licenses, insurance, and certifications required for moving and transportation services. o Track expiration dates of permits and registrations and coordinate timely renewals with relevant authorities. 7. Environmental and Data Compliance o Implement systems to ensure compliance with environmental standards related to fuel usage, waste management, and emissions where applicable. o Oversee compliance with data protection and confidentiality policies in handling customer records, payment information, and personal property documentation. 8. Reporting and Communication o Prepare detailed compliance reports for senior management and regulatory agencies as required. o Advise management on compliance risks, emerging regulatory issues, and operational adjustments needed to maintain full compliance. o Liaise with government inspectors, auditors, and external compliance bodies during reviews and investigations. 9. Continuous Improvement and Industry Monitoring o Stay informed about changes in transportation, safety, and employment regulations affecting the moving industry. o Recommend process improvements, technology solutions, and best practices to strengthen compliance systems and reduce risk exposure. 10. Special Projects and Cross-Functional Collaboration • Participate in strategic initiatives related to operations, fleet management, and quality assurance. • Support project teams in developing compliance components for new services, branch openings, or expansions into new jurisdictions. Candidate Requirements • Bachelor’s Degree in Business Administration, Law, Public Policy, or a related discipline. • Minimum of 3 years of progressive experience in regulatory compliance, operations management, or auditing within the transportation or logistics. • Demonstrated experience in implementing and monitoring compliance programs, preparing regulatory submissions, and coordinating with government or industry regulators. • Proven track record in maintaining documentation and record-keeping systems in accordance with industry and legal requirements. • Strong understanding of federal and provincial regulations governing transportation, occupational health and safety, environmental standards, and commercial vehicle operations. • Proficiency with Enterprise Resource Planning (ERP) systems and compliance management software. • Excellent ability to analyze operational procedures, identify risks, and recommend corrective and preventive measures. • Strong organizational and documentation skills, with the ability to maintain audit-ready records and compliance reports. • Exceptional written and verbal communication skills for effective interaction with internal teams, management, auditors, and regulatory agencies. • Ability to provide clear compliance guidance, training, and support to staff at all organizational levels. • Strong problem-solving, negotiation, and conflict-resolution abilities. • Willingness to travel as required for audits, inspections, or branch support activities. Work hours: 35 hours / week Salary: $78,750/ year Vacation 10 days