Job Summary

We are seeking a proactive and detail-oriented Transportation Safety, Compliance & Tax Filing Coordinator to join our dynamic logistics team. In this vital role, you will oversee transportation safety protocols, ensure adherence to regulatory compliance standards, and manage accurate tax filings related to transportation activities. Your efforts will help maintain a safe, compliant, and productive transportation operation that supports the company’s growth and sustainability goals. This position offers an exciting opportunity to contribute to a fast-paced manufacturing environment while developing your expertise in transportation regulations, safety practices, and compliance management.

Responsibilities

1. Transportation Safety and Regulatory Compliance

- Ensure compliance with applicable Canadian and U.S. transportation safety regulations.
- Maintain compliance with National Safety Code (NSC) requirements and applicable U.S. Department of Transportation (DOT) and Federal Motor Carrier Safety Administration (FMCSA) regulations.
- Monitor driver Hours of Service (HOS) compliance and Electronic Logging Device (ELD) records.
- Review driver logs, identify violations, and coordinate corrective actions.
- Maintain driver qualification files, driver abstracts, licence records, and required documentation.
- Monitor driver medical certificates and other applicable qualifications and renewals.
- Maintain company safety policies, procedures, and compliance records.
- Coordinate driver orientations, safety training, and compliance communications.
- Investigate accidents, incidents, roadside inspections, tickets, and safety violations.
- Prepare documentation for regulatory audits, inspections, insurance claims, and investigations.

2. IFTA and U.S. State Tax Filings

- Prepare and submit quarterly International Fuel Tax Agreement (IFTA) returns.
- Reconcile fuel purchases, mileage, and fuel consumption by jurisdiction.
- Review trip reports, mileage records, fuel receipts, and supporting documentation for accuracy.
- Prepare and submit applicable state-specific transportation tax filings and reports for:




- Oregon – Oregon weight-mile tax returns and applicable registrations.
- New York – Highway Use Tax (HUT) filings and related requirements.
- New Mexico – Weight-distance tax filings and applicable registrations.
- Kentucky – Kentucky Weight Distance (KYU) tax filings and related requirements.
- Connecticut – Highway Use Fee (HUF) filings and applicable reporting requirements.
- Monitor filing deadlines, payment due dates, and registration renewals for all applicable jurisdictions.
- Reconcile tax liabilities and payments and investigate discrepancies.
- Maintain supporting records for tax audits and government inquiries.
- Communicate with state tax authorities and regulatory agencies regarding filings, payments, notices, and account issues.

3. IRP, Vehicle Registration and Permits

- Manage International Registration Plan (IRP) registrations, renewals, and apportioned plate requirements.
- Maintain vehicle registration, permit, insurance, and licensing records.
- Track expiry dates and coordinate timely renewals.
- Assist with U.S. Heavy Vehicle Use Tax (IRS Form 2290) filings, where applicable.
- Maintain records of vehicle additions, removals, and changes to fleet information.
- Ensure required permits and documentation are available for cross-border trucking operations.

4. Fleet Maintenance and Vehicle Compliance

- Monitor commercial vehicle inspection reports and maintenance documentation.
- Ensure vehicle inspection and maintenance records are complete and up to date.
- Coordinate with the maintenance department to address identified safety and compliance issues.
- Track vehicle inspections, deficiencies, and corrective repairs.
- Maintain documentation required for roadside inspections and regulatory audits.

5. Driver and Company Compliance Records





- Maintain accurate driver qualification files and personnel compliance records.
- Track driver licences, abstracts, training records, and required certifications.
- Maintain accident reports, claims documentation, inspection reports, and violation records.
- Monitor outstanding compliance issues and ensure corrective actions are documented.
- Prepare regular compliance reports for management.
- Maintain organized electronic and physical records for audits and inspections.

6. Administrative and Reporting Responsibilities

- Maintain a compliance calendar covering all tax filings, registrations, permits, and renewals.
- Prepare reports and summaries relating to IFTA, state-specific tax filings, fleet compliance, and driver safety.
- Coordinate with drivers, dispatchers, maintenance personnel, management, and external service providers.
- Monitor regulatory changes affecting Canadian and U.S. trucking operations.
- Ensure all filings are completed accurately and submitted within required deadlines.

Qualifications and Requirements

- Previous experience in trucking safety, transportation compliance, fleet administration, or transportation tax reporting.
- Hands-on experience with IFTA quarterly fuel tax reporting.
- Experience preparing Oregon weight-mile tax, New York HUT, New Mexico weight-distance tax, Kentucky KYU, and Connecticut HUF filings is highly desirable.
- Knowledge of IRP registrations, apportioned plates, and commercial vehicle permits.
- Familiarity with Canadian NSC requirements and U.S. DOT/FMCSA regulations.
- Understanding of driver Hours of Service, ELD records, driver qualification files, and vehicle inspection requirements.
- Strong Microsoft Excel skills, including reconciling mileage, fuel purchases, and tax reports.
- Excellent organizational skills and attention to detail.
- Ability to manage multiple filing deadlines and maintain accurate records.
- Strong communication and problem-solving skills.
- Ability to work independently and coordinate with drivers and management.

Pay: $38,400.00-$43,200.00 per year

Work Location: In person

📌 Transportation Safety, Compliance & Tax Filing Coordinator (Guildford)
🏢 Rai Express Lines
📍 Guildford