Job Description

Regulatory Compliance and Records Management Officer
If you are driven by precision, integrity, and the challenge of ensuring excellence across all operational standards — this opportunity is for you. Hercules Moving Company Inc., a rapidly growing and innovation-oriented company in the moving and logistics industry, is seeking a Regulatory Compliance and Records Management Officer to join our dynamic team.
The ideal candidate will combine strong analytical and organizational skills with a solid understanding of regulatory frameworks, safety standards, and records management. This is an excellent opportunity for a compliance professional who values precision, teamwork, and continuous improvement in a dynamic, fast-paced environment.
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
• Oversee compliance with occupational health and safety standards, including proper lifting practices, vehicle loading procedures, and warehouse safety measures.
• Collaborate with the Safety Manager to investigate accidents, incidents, and customer claims to determine root causes and implement preventive measures.
• Monitor and enforce adherence to company safety policies, ensuring all vehicles, facilities, and equipment meet regulatory inspection standards.
6. Licensing, Permits, and Insurance Coordination
• Ensure that all company vehicles, drivers, and facilities possess valid operating licenses, insurance, and certifications required for moving and transportation services.
• Track expiration dates of permits and registrations and coordinate timely renewals with relevant authorities.
7. Environmental and Data Compliance
• Implement systems to ensure compliance with environmental standards related to fuel usage, waste management, and emissions where applicable.
• Oversee compliance with data protection and confidentiality policies in handling customer records, payment information, and personal property documentation.
8. Reporting and Communication
• Prepare detailed compliance reports for senior management and regulatory agencies as required.
• Advise management on compliance risks, emerging regulatory issues, and operational adjustments needed to maintain full compliance.
• Liaise with government inspectors, auditors, and external compliance bodies during reviews and investigations.
9. 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.

Work hours 35/ week
Annual salary: $78,800
Vacation 10 days or 4%

Required languages: English

Education level: Bachelor's Degree

Required skills: • Bachelor’s Degree in Business Administration, Law, Public Policy, Transportation Management, or a related discipline. • Minimum of 3 years of progressive experience in regulatory compliance, operations management support and supervision, or auditing within the transportation, logistics, or warehousing industry. • 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.

Closest intersection: Dufferin Street and Steeles Ave. West