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.

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 .

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) Pull and review driver abstracts

i. Identify high risk drivers, confirm license validity and review infractions
ii. Issue disciplinary memos for suspended licenses that haven’t been communicated
to the company or high points thresholds that exceed company policy for approved
drivers.
iii. Track expiry dates for driver’s licenses, medicals etc.

c) Track driver training requirements:

i. Hours of Service (HOS)
ii. Daily Inspection
iii. ELD
iv. TDG (Transportation of Dangerous Goods) – if needed
v. Any other NORS specific fleet training

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

i. Ownerships/registrations
ii. Insurance slips
iii. Annual safety inspections
iv. Carrier certificate (CVOR, NIR, NSC etc)
v. Accident Report
vi. Fuel/Maintenance card FAQs
vii. Who to call list
viii. NORS Fleet Policy

c. Monitor PM Compliance

i. Biweekly emails to branches to schedule overdue maintenance for their fleets.
ii. Ensure proper maintenance service types are being completed at required
intervals.
i. Service A, B, C,

D.

3.
Hours of Service (HOS) / ELD Monitoring

a. Set up and track ELD training for new hires.
b. Review ELD logs (Geotab & Motive).
c. Identify and correct violations that need to be corrected and highlighted to
branch/service managers:

i. Missing logs
ii. Collection of paper logs for those not using ELD
iii. HOS infractions (14-hour rule, daily driving limits, etc.).

4.
Safety & Regulatory Compliance

a. Support the Safety Manager or Fleet Manager with:

vi. Annual renewals for Carrier Profiles
vii. Quarterly Carrier Profile reviews (Monthly for Ontario) to identify trends and
violations.
viii. IFTA reporting (International Fuel Tax Agreement) – if needed
ix. Trip inspection compliance (Circle checks)

i. Ensuring major and minor identified issues have been addressed with
relative maintenance records

x. Support internal or external audits as needed (MTO, NSC audits, insurance).

5. Incident, Collision & Claims Management

a. Document and track:

i. Collisions
ii. Near misses
iii. Vehicle damage
iv. Incident reports/statements & photos

b. Identify repairs under out deductible for the Fleet Supervisor to manage and approve.

c. Liaise with insurance companies or brokers.

i. Incident claims (damages amounts higher than our deductible)
ii. Review Insurance adjuster assessments
iii. Repair progress
iv. Rental replacement tracking

d. Track corrective actions and related driver training.

6.
Permits, Licensing & Renewals

a. Manage renewals for:

i. Annual Vehicle license plates
ii. Annual Heavy Vehicle Inspections (yellow sticker)
iii. Annual Crane Inspections
iv. IRP plates (International Registration Plan) – if needed

7.
Reporting & Data Administration

a. Prepare monthly and quarterly compliance reports.
b. Maintain spreadsheets or compliance software data.
c. Track KPIs:

i. CVOR events
ii.…