Regulatory Compliance and Records Management Officer - North York - Hercules Moving Company

    Hercules Moving Company
    Hercules Moving Company North York

    1 week ago

    Description
    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


    • 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.


    • 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.


    • 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.


    • 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.


    • 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.


    • 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.


    • 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.


    • 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.


    • 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.


    • 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:
    $83,100/ year

    Vacation 10 days
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