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Administrative Assistant

2 weeks ago

Concord, Canada ET Transport Full time

ET Transport is seeking an energetic individual to fill a role in our Safety & Compliance Department. The appropriate person will be self-driven and able to function in a fast-paced environment. You will work closely with the Human Resources Manager, Equipment Manager, and Driver Manager to ensure ongoing compliance within the company.

You will be responsible for the following duties:
**Maintain driver records including**:

- Manage driver Drug and Alcohol testing program including pre-employment, post-incident, and random programs
- Liaise with Recruiting and Human Resources to ensure all required Driver Qualification, Training File and Medical File documentation is secured, complete, and filed accordingly in a timely and accurate manner when on-boarding new drivers.
- Working with Benefits and Out-Of-Province Insurers to process new driver policies
- Assist with new driver on-boarding including review of driver information, adding drivers to all internal systems, providing driver support for fuel cards, supplies, etc.

**Manage Insurance Records including**:

- Opening claims, monitoring claim settlements, and maintaining accurate records
- Liaise with Insurance Company representatives to open claims and ensure that all pertinent information is provided in a timely manner as it related to open claims.
- Investigate and follow-up on status of open claims internally as well as with vendors.
- Monitor and provide reports to Executives on a weekly basis regarding incidents, accidents, insurance claims,

**Maintain Equipment Records**
- Maintain Equipment lists for outside vendors as required
- Prepare all annual permit and authority renewals for all equipment
- Regularly audit truck Permit Binders
- Manage on-boarding of all new equipment including registration, plating, and additional equipment sourcing such as Pre-Pass and DTOPS, etc.
- Monitor and follow up on Owner-Operator maintenance reporting
- Manage all aspects of the company’s GPS system, creating vehicle and user profiles, updating information, monitoring its functions, staying current with new feature updates and training new drivers on how to use the Driver App

**Government Reporting**
- Monthly Fuel Tax Submissions
- Quarterly IFTA reporting

**Miscellaneous**
- Maintain seal records and filling in accordance with C-TPAT/PIP policies.
- Assist in planning and supporting monthly safety meetings, annual meeting, etc. as required.
- Additional Administrative duties as required
- Monitoring and staying current with all federal and provincial acts and regulations
- Administer license plate renewals and coordinate distribution of ownerships
- Administer fleet insurance renewals annually and coordinate distribution of slips

**Working Conditions**
- Office environment
- Hours of work are 8:30am - 5:00pm, Monday to Friday
- Will be required to work under pressure with tight deadlines
- Limited supervision with the expectation of asking questions when needed
- Ability to self-educate by reading legislation, regulations and resource materials

**Education, Experience & Position Requirements**
- Completion of Grade 12 High School Education
- Knowledge of MTO legislation, regulations, CVOR, IFTA, MVIS would be considered a strong asset
- Previous knowledge of a GPS tracking system would be considered an asset
- Excellent communication, organizational and investigation skills
- Strong interpersonal and communication skills required, both oral and written
- Able to multitask and self-manage priorities that can change quickly
- Excellent computer skills, including advanced Excel knowledge in text formulas
- Valid full class G driver’s license
- Quick learner and detailed note taker
- Ability to deal with difficult conversations or situations

**Salary**: $35,000.00-$45,000.00 per year

**Benefits**:

- Dental care
- Extended health care
- Vision care

Schedule:

- 8 hour shift

COVID-19 considerations:
Access to work area is strictly controlled. Mask and sanitizing procedures are in place.

Ability to commute/relocate:

- Concord, ON: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Safety & Compliance: 1 year (preferred)
- Cross-border trucking: 1 year (preferred)
- Administrative: 2 years (required)

Willingness to travel:

- 25% (required)