Fleet Compliance Coordinator

Location: Calgary, AB with travel to Ontario required

Basic Function

The Fleet Compliance Coordinator is responsible for ensuring that Iconic Power Systems' truck and trailer fleet remains compliant with all applicable federal and provincial transportation regulations, company policies, and industry best practices. The position will initially focus on fleet operations in Alberta and Ontario while supporting the development of standardized compliance programs that can be expanded across Canada and the USA.

The Fleet Compliance Coordinator serves as the primary administrator for driver qualification records, commercial vehicle compliance, Hours of Service (HOS), Electronic Logging Devices (ELDs), fleet inspections, licensing, registrations, and carrier safety programs. This position will also be responsible for administering the company's fleet technology platforms, using Geotab to monitor vehicle utilization, inspections, and HOS compliance, and Fleetio to administrate maintenance, repairs, servicing, and asset records.

This role works closely with Operations, Fleet Services, Health & Safety, Human Resources, and field personnel to ensure fleet operations are safe, compliant, efficient, and audit-ready.

Qualifications

Education

• Diploma or Certificate in Transportation, Logistics, Fleet Management, Business Administration, Occupational Health & Safety, or a related discipline.
• Equivalent education and relevant experience may be considered.

Experience

• Minimum 3-5 years of experience in transportation compliance, fleet administration, fleet management, logistics, or safety management.
• Experience supporting regulated truck and trailer fleets, with knowledge of Albert and Ontario transportation regulations is preferred.
• Experience with regulatory audits, compliance programs, and utility, construction, or commercial fleet operations is considered an asset.

Skills

• Strong working knowledge of transportation compliance requirements, including National Safety Code (NSC), Hours of Service, Electronic Logging Device, driver qualifications, commercial vehicle inspections, carrier safety programs, and fleet maintenance records.
• Proficiency with Microsoft Office, Excel, compliance reporting tools, electronic document management systems, and fleet management platforms.
• Experience with Geotab and Fleetio, including telematics, maintenance management, work orders, and asset tracking, is preferred
• Experience with Samsara, Whip Around, or similar fleet technology platforms is considered an asset

Personal Characteristics

• Safety - We go home safe every night.
• Integrity - Around here our word means something.
• Quality - Our quality stands on its own.
• Accountability- We provide solutions, not problems.
• Teamwork - Great people working together.
• You have a calm demeanour and thrive in high-stress situations. You possess a nimble mind – You can think on your feet and resolve issues quickly.
• Capable of implementing a culture of winning. We win the projects we want to win!
• You are someone people rely on.
• You are responsible and dependable.
• Approachable by all levels.
• Not afraid to approach difficult situation and dig in to find a solution,
• Self-motivated to make improvements and get tasks done on time – you want to see others in the company get the information they need at the right time.
• Leadership - willingness to lead, take charge, offer opinions and direction to respective personnel.

Other

• Must have a Class 5 Driver’s License (or equivalent).
• Must travel occasionally within Alberta and Ontario, with periodic travel across Canada as required

Duties

• Maintain compliance programs for regulated commercial vehicles operating in Alberta and Ontario.
• Administer fleet compliance programs and records to ensure adherence to transportation regulations, company policies, and carrier safety requirements.
• Monitor and maintain driver qualification files, licensing, certifications, training records, and renewal requirements.
• Coordinate vehicle registrations, permits, inspections, and regulatory documentation for commercial vehicles and trailers.
• Administer and maintain fleet management systems, including Geotab and Fleetio, ensuring accurate vehicle, driver, maintenance, and compliance records.
• Monitor Hours of Service (HOS), Electronic Logging Devices (ELDs), driver logs, inspections, and maintenance schedules.
• Coordinate regulatory audits, compliance reviews, and monitor roadside inspections, and respective corrective actions.
• Support fleet compliance training, onboarding, policy development, and employee communications.
• Maintain organized, accurate, and audit-ready fleet documentation and records.

Responsibilities

• Ensure compliance with applicable federal, provincial, and industry transportation requirements, including NSC, HOS, ELD, CVSA, CVOR, CVIP, and related regulations.
• Track and report on fleet compliance, driver qualifications, vehicle utilization, maintenance activities, inspections, safety performance, and regulatory trends.
• Investigate compliance issues, identify risks and trends, and recommend corrective actions and process improvements.
• Monitor fleet technology platforms to support compliance, operational efficiency, asset utilization, and data integrity.
• Coordinate with Fleet Services, Operations, Health & Safety, Human Resources, and field personnel to support safe and compliant fleet operations.
• Screen drivers records to identify if they meet qualification requirements for operating company vehicles and provide ongoing compliance support.
• Track vehicle defects, incidents, collisions, and carrier safety metrics, supporting investigations and corrective action plans.
• Prepare compliance reports, dashboards, and performance metrics for management review.
• Ensure all fleet records are retained in accordance with legislative and company requirements.
• Support continuous improvement initiatives to enhance fleet safety, compliance, audit readiness, and operational effectiveness.
• Develop, implement, and maintain a formal fleet safety and compliance program that meets Federal Motor Carrier Safety Administration (FMCSA) requirements.
• Maintain and Update National Safety Code – Safety and Maintenance Program manual for 2534921 Alberta Ltd.
• Create, Maintain and Update National Safety Code – Safety and Maintenance Program manual for Iconic Power Systems Inc.

Additional Information

The above statements are intended to describe the general nature and level of work being performed by this position. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required. All staff may be required to perform duties outside of their normal responsibilities from time to time.