Fleet Compliance Administrator

Job summary

The Fleet Compliance Administrator manages fleet operations to ensure full compliance with federal, provincial, and industry regulations. This role involves overseeing driver qualification files, vehicle maintenance records, ELD logs, and incident reporting in coordination with third-party management companies.

Job details

With a legacy of over 90 years, we continue to grow and strengthen our presence in the 7 countries where we operate, with more than 100 units and representation of leading brands in our business areas. Every day, we strive to meet market needs with excellent solutions, equipment, and services — and we believe we have the best talent to deliver on those expectations. Ready to take the next step in your career? Your new opportunity might be right here. We are looking for a Fleet Compliance Administrator to join our Fleet department team in Mississauga . SUMMARY: The Fleet Compliance Administrator ensures that the company’s fleet operations are in full compliance with Canadian federal, provincial, and industry regulations. This role handles documentation, reporting, driver qualification, maintenance records, safety protocols, and audits to minimize risk, ensure legal compliance, and support operational efficiency. Many of these tasks are completed through a 3rd party Fleet Management company where this role will need to manage the process, provide information and follow up on outstanding items. Expected Salary range (gross/annual) $60k - $75k DUTIES AND RESPONSIBILITIES: 1. Driver Compliance & Records a) Maintain accurate Driver Qualification Files (DQFs) i. (licenses, abstracts, training records, medicals, violations, etc.) b) Review driver abstracts and assign points for risk assessment • Review license validity, infractions, issue disciplinary memos • Track expiry dates for driver licenses, medicals etc. c) Track and assign driver training for new hires, annual refreshers and post incident. d) Support onboarding/offboarding of drivers in compliance systems. 2. Vehicle Compliance & Maintenance a. Maintain vehicle files electronically: i. Ownerships/registrations ii. Annual safety inspections b. Work with Branch Admins to ensure vehicle binders contain all the required documents for Heavy vehicles c. Monitor PM Compliance KPI's by branch 3. Hours of Service (HOS) / ELD Monitoring a. Daily review ELD logs (Geotab & Motive)and HOS infractions. b. Pre Trip inspection compliance (Circle checks): • Ensuring major and minor identified issues have been addressed with FMC for relative maintenance records 4. Safety & Regulatory Compliance a. Support the Safety Manager or Fleet Manager with: * * Annual renewals for Carrier Profiles * Quarterly Carrier Profile reviews (Monthly for Ontario) to identify trends and violations and provide executive summary. * IFTA reporting (International Fuel Tax Agreement) * Support internal or external audits as needed (MTO, NSC audits, insurance) 5. Incident, Collision & Claims Management a. Work with FMC to Document and track all accident/incidents: i. Collisions ii. Near misses iii. Vehicle damageiv. Incident reports/statements & photos b. Liaise with insurance companies and repair vendors or brokers. i. Incident claims (damages amounts higher than our deductible) ii. Review Insurance adjuster assessments iii. Repair progress & Rental replacement tracking c. Track corrective actions and related driver training. 6. Licensing Compliance a. Manage renewals for annual Vehicle license plates, inspections b. Process province transfer paperwork for new license plates 7. Reporting & Data Administration a. Prepare monthly and quarterly compliance reports, KPI tracking. b. Maintain data in FMC and internal systems. 8. Policy & Procedure Support a. Help update safety manuals and fleet SOPs. b. Communicate compliance updates to drivers and operations teams. c. Assist with toolbox talks or help with safety meetings – as needed. CORE COMPETENCIES: * Ability to work independently and manage competing deadlines * Strong written and verbal communication * Excellent organizational skills and attention to detail. * Analytical mindset; ability to interpret data and generate actionable insights * French speaking is an asset * Proficiency with Microsoft Office (especially Excel) and/or compliance software EDUCATION/TRAINING: * 2–5 years of experience in fleet operations, safety, or compliance preferred * Strong understanding of transportation regulations (NSC, CVOR, IFTA, etc.). * Experience with ELD systems (Geotab, Samsara, Motive, etc.) an asset.. HEALTH AND SAFETY It is our expectation that all Nors Employees will conduct their work in a safe manner, abide by all Nors safety policies and report all hazardous conditions and unsafe work procedures. In addition, Nors employees will be required to report any and all incidences/accidents/near misses according to company policies Nors is an Equal Opportunity Employer committed to diversity and inclusion in the workplace. We recognize our obligations and responsibilities as an employer and encourage applications from all qualified candidates including members of visible minorities. Nors will accommodate people with disabilities during the recruitment and assessment processes. If accommodation is requested, Nors will consult with the applicant and arrange for the provision of suitable accommodation that considers the applicant’s needs.

What you’ll do

The Fleet Compliance Administrator manages fleet operations to ensure full compliance with federal, provincial, and industry regulations. This role involves overseeing driver qualification files, vehicle maintenance records, ELD logs, and incident reporting in coordination with third-party management companies.

Requirements

Candidates should have 2-5 years of experience in fleet operations, safety, or compliance. A strong understanding of transportation regulations such as NSC, CVOR, and IFTA is required, along with proficiency in Microsoft Office.

Listed skills

• Incident Management · Preferred
• Regulatory Compliance · Preferred
• Microsoft Excel · Preferred
• Communication · Preferred
• Microsoft Office · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Fleet compliance
• Driver qualification
• Regulatory compliance
• ELD monitoring
• Incident management
• Data administration
• KPI tracking
• Microsoft Office
• Excel
• Transportation regulations
• Safety protocols
• Audit support
• Communication
• Organizational skills
• Analytical mindset
• Training Records Management
• Pre-Trip And Post-Trip Vehicle Inspections
• Compliance Reporting
• Operational Efficiency
• Workplace Inclusivity
• Vehicle Maintenance
• Organizational Skills
• Auditing
• Management
• Regulatory Compliance
• Data Administration
• Preparing Executive Summaries
• External Auditing
• French Language
• Incident Reporting
• Key Performance Indicators (KPIs)
• Memos
• Operations
• Risk Analysis
• Verbal Communication Skills
• Detail Oriented

Job areas

• Logistics
• Transportation
• Administrative
• Security & Safety
• Compliance Administrator
• Transportation Supervisor
• Supply, Distribution and Related Managers
• First-Line Supervisors of Transportation Workers, All Other
• First-Line Supervisors of Transportation and Material Moving Workers, Except Aircraft Cargo Handling Supervisors