Soil Management Administrator: Sterling Haulage is a trusted transportation and logistics provider supporting the construction and heavy civil industry across the Greater Toronto Area. As a company of Clearway Group of Companies, we specialize in the safe and efficient hauling of aggregates, soil, and heavy equipment, partnering with contractors to keep projects moving on schedule.

At Sterling

Haulage, we are committed to safety, reliability, and delivering high-quality service while fostering a strong, team-oriented work environment.

The Soil Management

Administrator will play a critical role in supporting Clearway's civil construction operations by coordinating the documentation, tracking, administration, and regulatory compliance associated with excess soil generated and moved across multiple construction projects. Working closely with Project Managers, Site Supervisors, Dispatch, Drivers, Accounting, Haulage Contractors, receiving sites, and the Soil Management Director, the Soil Management Administrator will ensure that excess soil movements are properly documented, tracked, and communicated from the point of excavation through transportation and final receiving. This position requires a highly organized and detail-oriented individual who can manage a high volume of information and competing priorities while maintaining accurate and up-to-date records.

The successful candidate will monitor daily soil movements, review soil documentation and receiving-site requirements, assist with hauling coordination, identify missing or inconsistent information, and elevate compliance or operational issues in a timely manner. Soil Management & Regulatory Compliance Assist with the administration and coordination of excess soil management activities across Clearway's active civil construction projects. Support compliance with applicable Ontario excess soil management requirements, project-specific requirements, and receiving-site conditions.

Review soil reports, laboratory results, characterization information, and other supporting documentation to assist in determining appropriate soil management and receiving-site requirements. Obtain and maintain letters of acceptance (LOAs) and other required documentation from receiving and dump sites. Review receiving-site requirements and communicate any restrictions, conditions, or documentation requirements to the project team.

Identify when additional soil sampling, testing, documentation, or clarification may be required and elevate to the appropriate internal or external resource. Assist with registering applicable project sites on the Excess Soil Registry and maintaining accurate and current project information.

Project

Setup & Administration Assist Project Managers with the completion of Clearway's Internal Haulage Checklist at the beginning of each project.



Create and maintain project/job sites within Clearway's live soil tracking platform. Set up project-specific tracking requirements, receiving locations, haulage information, and applicable approvals.

Participate in project handover meetings and take detailed meeting minutes, action items, and follow-ups. Provide updates from project handover meetings to the Soil Management Director and relevant project stakeholders. Ensure project documentation is complete, accurate, and readily accessible throughout the project lifecycle.

Soil Tracking & Data Management Perform daily data entry and maintain accurate, up-to-date records of excess soil movements across multiple active projects. Maintain live tracking logs for soil movements, hauling activities, receiving sites, and project requirements. Reconcile soil movement records and identify discrepancies between truck tickets, project records, GPS data, and receiving-site information.

Prepare weekly and monthly soil tracking reports and logs for Project Managers, the Soil Management Director, and other stakeholders. Monitor project volumes and flag unusual variances, missing information, or potential issues for follow-up. Assist with compiling data for project reporting, forecasting, and operational planning.

Truck

Tickets & Haulage Coordination Assist the Accounting and Project teams with identifying, obtaining, and resolving missing or incomplete truck tickets. Allocate and distribute dump tickets and other required documentation to project teams. Review truck tickets for completeness, accuracy, and consistency with project and receiving-site records.

Assist with dispatching and coordinating haulage trucks based on project requirements and daily soil movement needs. Liaise daily with drivers, dispatch personnel, project teams, haulage contractors, and receiving/dump sites. Communicate changes in project requirements, receiving-site availability, hauling instructions, or documentation requirements.

Escalate operational or compliance issues to the appropriate Project Manager, Dispatch, or Soil Management Director. GPS & Live Monitoring Monitor GPS and live tracking information for trucks operating on active projects. Review truck movements and compare GPS information against project and soil tracking records.

Identify and elevate potential discrepancies, unauthorized movements, missing data, or other tracking concerns. Maintain communication with project teams when issues are identified.



Assist with ensuring that project tracking information remains current and accurate throughout the day.

Act as a key administrative liaison between project teams, drivers, dispatch, receiving sites, haulage contractors, accounting, and the Soil Management Director. Respond promptly to inquiries regarding soil movements, tickets, receiving sites, approvals, and project documentation. Provide regular updates regarding project status, soil volumes, outstanding documentation, and potential compliance or operational concerns.

Maintain qualified relationships with internal teams, contractors, receiving sites, and other stakeholders. Protect the confidentiality and integrity of project and company information. Support continuous improvement of Clearway's soil management tracking and administrative processes.

Assist with developing and maintaining standardized templates, checklists, tracking tools, and reporting procedures. Perform other related duties and administrative responsibilities as assigned by the Soil Management Director or management team. Post-secondary education or college diploma in Business Administration, Construction Administration, Environmental Studies, Civil Engineering Technology, or a related discipline is preferred. ~1-3 years of experience in an administrative, project coordination, dispatch, construction, environmental, or logistics role is preferred. ~ Previous experience in the civil construction, excavation, trucking, environmental, or waste management industry is considered a strong asset. ~ Experience with Ontario Excess Soil Management requirements is considered a significant asset. ~ Familiarity with the Excess Soil Registry, soil characterization, receiving-site documentation, or Letters of Acceptance is an asset. ~ Strong working knowledge of Microsoft Office, particularly Excel and Word. ~ Strong data entry and data management skills with a high degree of accuracy. ~ Experience working with GPS, fleet tracking, dispatch, project management, or other live-tracking systems is an asset. ~ Excellent organizational and time-management skills with the ability to manage multiple projects and competing deadlines. ~ Ability to communicate effectively with drivers, field personnel, Project Managers, contractors, receiving sites, and internal departments. ~ Ability to work effectively in a fast-paced civil construction environment where priorities may change throughout the day. ~ Valid driver's licence is considered an asset.

Competitive

Salary with annual cost of living increases ~ Annual Bonus Program ~ Dental Care ~ Parental Leave Top-up Program ~ Employee Assistance Program (EAP) ~ Life Insurance ~ We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Disability-related accommodation during the application process is available upon request. #

📌 Management Support Assistant (Ottawa)
🏢 Clearway
📍 Ottawa