Safety & Compliance Administrator
TransX is seeking a dedicated Safety & Compliance Administrator to support our commitment to safe, compliant,and efficient operations across Canada and the United States. This role is ideal for a safety-minded transportation professional with strong analytical skills, deep regulatory knowledge, and a passion for managing driver records and compliance documentation.
Reporting to the Safety and Compliance Supervisor, the Safety and Compliance Administrator is responsible for maintaining driver qualification files and ensuring they meet the compliance requirements as outlined by the U.S. Department of Transportation (DOT) and FMCSA guidelines. This role plays a key part in managing, updating, and auditing driver records and ensuring that all documentation is current, complete, and aligned with regulatory and company standards. The incumbent will be accountable for verifying onboarding documentation, entering and managing driver data in file maintenance systems, coordinating mandatory drug and alcohol testing, handling employment verification requests, issuing official letters, and supporting other compliance-related administrative functions.
SUMMARY – Safety & Compliance Administrator - FT
Shift: Monday – Friday (08:00-16:30)
Key Responsibilities
Driver Qualification & File Maintenance
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Verify and audit mandatory driver onboarding and application documentation, including hiring forms, application forms, valid government identifications, TDG certificates, and drug/alcohol acknowledgments.
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Pull and assess recent driver commercial abstracts, previous three years' driving history, and completed training files.
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Conduct mandatory full Clearinghouse queries for incoming new hires.
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Cross-verify completed road tests, certificates of violations, and specialized qualifications such as LCV and PDIC cards.
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Assemble, organize, and maintain active and historical physical and digital driver qualification files, ensuring full activation within 30 days of application approval.
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Scan, index, and manage file integrity within both the TMW database system and physical storage units.
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Archive, digitize, and systematically store resigned or terminated employee files for a minimum compliance hold of one year.
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Update the MTA Suspension tool by tracking Manitoba driver's license holders and removing historical entries.
Fleet Expirations & Compliance Monitoring
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Generate monthly expiration reports across TransX for crucial driver papers, including Driver's Licenses,Passports, FAST/HAZMAT cards, and Work Permits.
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Follow up directly with drivers regarding expired or upcoming documents to secure timely renewals
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Notify operations and log suspensions into the TMW system when safety document gaps disrupt compliance.
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Distribute specific U.S. fleet expiration reports to designated regional staff for prompt domestic tracking.
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Coordinate the mandatory annual review process for driver abstracts and Certificates of Violation (COV)
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Compare driver-disclosed infractions against pulled government abstracts to isolate undeclared violations.
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Escalate critical background review discrepancies directly to the Safety Supervisor and Manager.
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Conduct mandatory annual Clearinghouse Limited Queries to verify compliance with national drug and alcohol safety standards.
Drug & Alcohol Program Coordination
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Coordinate the random and pre-employment drug and alcohol testing programs in strict accordance with DOT policies.
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Fulfill annual motor carrier random drug and alcohol pool quotas utilizing third-party vendor platforms.
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Update and verify driver codes, divisional alignments, and employment statuses weekly within the Veriport portal.
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Schedule clinical testing appointments based on direct fleet manager requests
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in strict accordance with DOT policies
Administrative Flow & Return-to-Work (RTW) Protocols
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Provide formal employment verifications, official job letters, and historical insurance claim data upon request.
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Respond to inbound external reference requests from prospective employers regarding historical company drivers
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Process purchase orders for safety vendor invoices, advancing them for Director-level sign-off and Accounts Payable closure.
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Validate prior experience profiles and guide compliance checkpoints for drivers returning from extended leaves.
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Schedule imperative pre-employment drug screenings specifically required under safety-sensitive Return-to-Work guidelines.
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Secure, sort, and continuously file incoming data packets derived from instructors, licensing agencies, and regulatory clearinghouses.
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Assist with specialized safety departmental projects and administer, validate, and archive standard passenger waiver forms under the direct guidance of the Director of Safety.
Qualifications
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Diploma in Business Administration or equivalent office professional background
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Prior working experience within the transportation or logistics industry is considered a strong asset
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Direct familiarity with US DOT transportation regulations and the National Safety Code of Canada
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Functional understanding of the US Drug & Alcohol program structures
Skills & Competencies
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Proficiency in data management software such as TMW and Microsoft Office Suite
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Exceptional organizational, filing, and multitasking capabilities
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Advanced ability to prioritize tasks to meet strict regulatory deadlines
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Strong analytical ability to handle conflict, manage dissension, and solve problems
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High attention to detail with an absolute focus on process accuracy
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Clear interpersonal, written, and verbal communication skills
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Professional capability to handle sensitive background information with absolute confidentiality
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Foundational knowledge of US DOT regulations, FMCSA guidelines, Canadian Labour Law, and National Safety Code requirements
BENEFITS & PERKS
WHY JOIN TRANSX?
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Large, Canadian owned company
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Operating for over 50 years
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Leading transportation and logistics services
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11 Terminals across North America
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Competitive compensation
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Partnered training programs and learning supports
BENEFITS
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Comprehensive group health benefits
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RRSP company match programs
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Referral bonus program
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Training and tuition reimbursement
RECOGNITION PROGRAMS
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Annual employee recognition & appreciation events
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Years of service awards
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Employee spotlights in our TransX Newsletter
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Safety recognition
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Annual performance incentives
OTHER PERKS
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Employee and family assistance program
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Encouraged work-life balance
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Corporate discounts at partnered organizations (gyms, travel, clothing, equipment, etc.)
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Team environment
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Professional & personal growth
APPLY TODAY!
TransX Ltd. is committed to building a culture of diversity, equity and inclusion also welcomes applications from women, racialized persons, Indigenous peoples, persons with disabilities, and persons of all sexual orientations and genders. All qualified individuals who would contribute to the further diversification of our organization are encouraged to apply.
