Administrative Assistant - Concord, Canada - ET Transport

ET Transport

Verified Company

Concord, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

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 preemployment, postincident, 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 onboarding new drivers.
Working with Benefits and Out-OfProvince Insurers to process new driver policies
Assist with new driver onboarding 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 followup 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 onboarding 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
Oncall availability required
Will be required to work under pressure with tight deadlines
Limited supervision with the expectation of asking questions when needed
Ability to selfeducate 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 selfmanage priorities that can change quickly
Excellent computer skills, including advanced Excel knowledge in text formulas
Valid full class G driver's license
AZ License and asset
Quick learner and detailed note taker
Ability to deal with difficult conversations or situations