Fleet Compliance Administrator

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.

We are looking for a Fleet Compliance Administrator to join our Fleet department team in Mississauga .

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.

$60k - $75k

• 1. Driver Compliance & Records
  • 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)
  • 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.

• 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

• 2–5 years of experience in fleet operations, safety, or compliance preferred
• Strong…