Job Description:
The Transportation Service Writer and Compliance Lead acts as the operational backbone of a transport depot, combining critical vehicle maintenance coordination with the comprehensive management of safety and regulatory compliance. This role is essential for minimizing vehicle downtime, ensuring the integrity of maintenance records, and leading the company’s efforts to comply with all provincial and federal transport safety regulations.
Team Structure and Support
This role is fully supported by an integrated team to ensure operational success. You will work closely with a dedicated office administration/data entry person, a dispatcher, a record-keeping support person, and a parts person, all of whom contribute to streamlining fleet maintenance and regulatory compliance.
Key Responsibilities
1. Fleet Maintenance and Shop Operations
- Maintenance Scheduling: Monitor and coordinate all fleet maintenance scheduling, including preventive vehicle maintenance (PVM), oil changes, and safeties, using Motive and Shop Monkey platforms.
- Work Order Management: Create and assign work orders in Shop Monkey, strategically managing the fleet's schedule and collaborating with shop staff to update orders as needed during inspections.
- Breakdown Response: Prioritize and coordinate the immediate response to unscheduled vehicle breakdowns or emergency repair requests to minimize downtime.
- Vendor and Parts Flow: Monitor the parts room, distributing parts per work order, and collaborating with the parts person on monthly inventory counts. Coordinate outside service requests into the shop schedule.
- Training & Support: Learn to use the Shop Monkey app to train shop staff on tablets, offering technical support and ensuring effective communication of assigned work orders.
2. Safety and Regulatory Compliance
- Audit Preparedness: Serve as the primary point of contact and preparation lead for all external compliance reviews and audits (e.g., Carrier Services), compiling and maintaining all required documentation (driver, HOS, vehicle files).
- HOS and DVIR Enforcement (Daily): Daily review of Electronic Logging Device (ELD/Motive) logs for Hours of Service (HOS) violations, unidentified driving time, and missing Records of Duty Status (RODS). Process all incoming Daily Vehicle Inspection Reports (DVIRs), ensuring defects are addressed, repaired, and signed off before vehicle release.
- File Management: Systematically audit and maintain
- Driver Qualification Files for current compliance documentation, including annual license abstracts and written annual reviews.
- Violation Remediation: Prepare and issue formal log violation letters and remedial action notices for HOS infractions, ensuring driver sign-off. Collect, review, and file all roadside inspection reports (CVSA reports).
- Incident Management: Lead the investigation and detailed documentation of all fleet accidents, workplace incidents, and near-misses.
- Policy and Training: Coordinate the scheduling and minute-keeping for the Joint Health and Safety Committee (JHSC) meetings. Plan and coordinate mandatory safety training for drivers and shop staff on topics such as HOS and Daily Pre-Trip Inspections. Maintain a centralized record of all employee safety and compliance training certifications.
- Regulatory Monitoring: Monitor and communicate changes to provincial and federal transport safety regulations that impact maintenance or documentation.
3. Reporting and Administrative Support
- Reporting: Create and analyze reports in Shop Monkey to monitor shop efficiencies. Conduct a monthly audit of data integrity in Motive and Shop Monkey to ensure PVM and DVIR compliance documentation is accurate.
- Forecasting: Provide management and shop staff with weekly and monthly schedule forecasts.
- HR Documentation: Assist the Fleet Manager with documentation for disciplinary actions, as well as the hiring, onboarding, and offboarding processes for employees and owner operators. Ensuring it is submitted to the administrative team for upload and filing.
- Process Development: Assist in the ongoing development and maintenance of Standard Operating Procedures (SOPs) for work order flow, parts management, and new platform integration.
Company Benefits
We are committed to the professional growth and well-being of our team. Benefits include an RRSP program through Canada Life, paid training opportunities, and a clear path for career advancement.
Compensation
Compensation is commensurate with experience. A starting rate will be provided during the initial training and onboarding period, with scheduled pay increases upon the successful completion of each training milestone, as outlined in the employment agreement.
Qualifications
Candidates should possess strong organizational and communication skills, with experience in fleet maintenance, service writing, or logistics preferred. A solid understanding of regulatory compliance (HOS, etc.) is an asset.
- Must hold a valid driver's license with an insurable driving record.
- Reliable personal transportation is required.
- Must be able and willing to complete 1 week of comprehensive compliance training, which is fully covered by the company.
About Vermilion Express
Vermilion Express is dedicated to maintaining the highest standards of safety and efficiency in the transport industry. We pride ourselves on a culture of reliability, proactive maintenance, and open communication. We are committed to supporting our team with the tools and resources necessary to excel, fostering an environment where safety compliance and operational excellence are the foundation of our success.
Work Environment and Expectations
This is a dynamic, fast-paced role that requires a mix of administrative office work and active time on the shop floor. You will be communicating daily with drivers, mechanics, and dispatch, requiring both high-level analytical focus and on-the-spot problem-solving. Success in this role requires the ability to switch between intense focus on compliance documentation and real-time support for shop operations.
Technical Proficiency
To thrive in this role, you must be comfortable with technology. Proficiency in fleet management software (e.g., Motive, Shop Monkey) and basic office suites is required. You must be comfortable training others on tablet-based systems, managing digital record-keeping, and troubleshooting minor software issues as they arise.
The Ideal Candidate
Because you act as our operational backbone, you possess high emotional intelligence and resilience. You have strong conflict resolution skills, particularly when managing sensitive log violations, and you excel at bridging the gap between management objectives and the practical realities of the shop floor.
Note on Work Environment
Please note that there are cats onsite at our facility. Candidates with cat allergies should be aware of this environment.
How to Apply
Interested candidates should submit a resume and a brief cover letter outlining your experience with fleet compliance and service writing to [email protected]. Please include "Transportation Service Writer Application - [Your Name]" in the subject line.
Pay: $22.00-$30.00 per hour
Benefits:
- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- RRSP match
- Tuition reimbursement
- Vision care
Ability to commute/relocate:
- Vermilion Bay, ON: reliably commute or plan to relocate before starting work (required)
Licence/Certification:
- Driving Licence (required)
Work Location: In person
