Process Improvement Administrator

Vertex Resource Group Ltd. is seeking a highly organized, experienced, and technology-minded Process Improvement Administrator to support our transportation compliance program and help modernize the way information, documentation, reporting, and workflows are managed.

This role is best suited for an experienced administrator who is confident working with systems, data, records, spreadsheets, digital tools, and process improvement. The successful candidate does not need to be a transportation compliance expert on day one. What matters most is that they are administratively strong, curious, detail-oriented, comfortable learning, and able to identify better ways of doing the work.

The ideal candidate will have proven experience improving administrative processes, building or maintaining trackers, using AI or digital tools to reduce manual work, creating dashboards or reports, and helping teams move away from paper-based or repetitive processes.

This position will work closely with Operations, Drivers, Fleet, Safety, and other internal teams to support compliance documentation, reporting, audits, onboarding, tracking, and continuous improvement across the organization.

Key Responsibilities

Process Improvement, AI & Automation

A major focus of this role will be improving how administrative and compliance work is completed. The successful candidate should be comfortable reviewing current processes, identifying inefficiencies, and helping create cleaner, more consistent, and more automated ways of working.

Responsibilities may include:

• Reviewing current workflows, forms, trackers, files, reports, and administrative processes.
• Identifying opportunities to reduce manual, duplicate, paper-based, or repetitive work.
• Creating and improving digital forms, checklists, templates, trackers, dashboards, reports, workflows, and standard operating procedures.
• Using AI tools to summarize information, draft documents, organize data, improve communication, create checklists, and support reporting.
• Using automation tools or digital systems to improve follow-up, tracking, reminders, reporting, and consistency.
• Building or improving spreadsheets, dashboards, Power BI reports, SharePoint lists, Microsoft Forms, Power Automate flows, or similar tools.
• Supporting the transition of manual processes into digital systems.
• Identifying process gaps and recommending practical, realistic improvements.
• Working with internal teams to improve visibility, accuracy, accessibility, and consistency of compliance information.
• Supporting the creation of standardized documentation and reporting processes across multiple divisions.

Administrative & Compliance Support

• Support the administration of Vertex’s Transportation Compliance Program.
• Maintain accurate and organized transportation compliance records, documentation, and tracking systems.
• Assist with driver onboarding documentation and ensure required records are complete, current, and properly maintained.
• Maintain, audit, and organize driver files, electronic logs, trip inspections, TDG documentation, training records, and other compliance-related documents.
• Conduct regular file reviews and administrative audits to ensure records are accurate, complete, consistent, and audit-ready.
• Learn and apply transportation compliance requirements, including driver documentation, hours of service, electronic logs, trip inspections, TDG records, and National Safety Code requirements.
• Support divisions with transportation-related documentation, reporting, tracking, and administrative requirements.
• Communicate with drivers, Operations, Fleet, Safety, and management to collect information, follow up on missing items, and support consistent compliance processes.
• Assist with transportation compliance metrics, Carrier Profile reviews, Safety Fitness Ratings, and related reporting as required.
• Support transportation-related incident reviews, investigations, or documentation requests as needed.

Qualifications

• Minimum three years of experience in an administrative, operations support, compliance support, process improvement, reporting, systems, or coordination role.
• Strong administrative background, including document control, record management, file maintenance, follow-up, reporting, scheduling, and data accuracy.
• Proven experience improving administrative processes, building tools, organizing information, or reducing manual work.
• Strong computer skills, including Microsoft Excel, Word, Outlook, Teams, and SharePoint or similar platforms.
• Experience creating or maintaining spreadsheets, trackers, dashboards, templates, forms, checklists, reports, workflows, or standard operating procedures.
• Experience using AI tools, automation tools, workflow tools, reporting tools, or digital systems to improve administrative work is strongly preferred.
• Experience with Microsoft 365 tools such as Copilot, Power Automate, Forms, Planner, Lists, SharePoint, Power BI, or similar platforms is considered an asset.
• Experience with AI tools such as ChatGPT, Microsoft Copilot, Claude, Gemini, or similar tools is considered an asset.
  
• Strong ability to review existing processes, ask good questions, identify inefficiencies, and recommend practical improvements.
• Ability and willingness to learn transportation compliance requirements, including driver files, hours of service, electronic logs, trip inspections, TDG documentation, and related regulatory records.
• Previous experience in transportation, fleet, logistics, safety, regulatory compliance, or driver documentation is considered an asset, but is not required.
• Familiarity with National Safety Code standards, DOT, FMCSA, TDG, or provincial transportation regulations is considered an asset.
• Strong attention to detail and ability to maintain organized, accurate, and audit-ready records.
• Strong communication skills with the ability to work professionally with drivers, Operations, Fleet, Safety, and management.
• Ability to manage competing priorities in a fast-paced environment.
• Valid driver’s license with a safe driving record.
• Ability to travel occasionally for business purposes.

The Ideal Candidate

The ideal candidate is an experienced administrator who enjoys making work easier, cleaner, and more efficient. They are organized, curious, resourceful, and comfortable using technology to solve everyday business problems.

This person does not simply maintain a process because “that is how it has always been done.” They notice where work is repetitive, confusing, manual, or inconsistent, and they look for better ways to manage it.

They may not come from a transportation compliance background, and that is okay. The right person will be able to learn the compliance side of the role while bringing strong administrative skills, process improvement experience, and confidence using digital tools.

This role is well-suited for someone who has experience building trackers, improving spreadsheets, creating dashboards, using AI tools, organizing documentation, improving follow-up systems, and supporting teams through better processes.

The successful candidate will bring a hands-on approach, strong attention to detail, and a willingness to learn new tools, test better ways of working, and help Vertex modernize current administrative and compliance processes.

Vertex Offers

• Extended health benefits
• Dental coverage
• Vision care and eyewear coverage
• Disability insurance
• Life insurance
• Employee Assistance Program
• Commitment to a safe and supportive working environment
• Opportunities for career advancement and development
• Stable, long-term employment

Apply Now

With a track record of success, Vertex provides a fast-paced environment where people thrive. We recognize that each team member brings a valuable skill set to Vertex, and we make health, safety, and community well-being a priority across our locations in North America.

At Vertex, we value teamwork, collaboration, and practical problem-solving. If you are an experienced administrator who is organized, technology-minded, process-driven, and excited about using tools like AI, automation, dashboards, and digital systems to improve how work gets done, we encourage you to apply.

We would like to thank all applicants for their interest in this position; however, only those selected for interviews will be contacted.