Regulatory Compliance and Records Management Officer

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

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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

Bachelors 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: $78,750/ year
Vacation 10 days