Job Description

Key Responsibilities: Student Administration & File Management

Maintain complete and accurate

student files

(digital & physical). Ensure all admission documents are collected and saved: ID, medical, abstracts, registration forms, contracts. Create

student profiles

in internal systems. Track student progress through

online classroom

,

in-yard training

, and

on-road hours

. File and maintain

training hours records

,

logbooks

, and required signatures.

Scheduling & Coordination

Manage

training schedules

for in-class, yard, simulator, and on-road lessons. Coordinate student & instructor availability. Update calendars daily and send reminders to students. Prepare students for appointments (road tests, assessments, yard exams).

SERCO / Road Test Management

Book

MTO / SERCO road tests

for students following MELT eligibility. Communicate test dates, times, and locations to students and instructors. Track results and update records immediately after tests. Maintain waitlist systems for earlier test availability.

MELT Compliance & Documentation

Ensure all MELT requirements are followed and properly documented. Maintain: Mid-point assessments Yard and on-road exams Logbooks Pre-trip & inspection records Online classroom quizzes Certificate/transcript preparation Prepare

MELT certificates, transcripts, and T4

documents after graduation.

Customer Service & Student Support

Answer calls, emails, and walk-in inquiries. Provide program information and assist with student onboarding. Follow up with students regarding missing documents, payments, or attendance issues.

Payments & Financial Admin

Collect payments (credit, debit, cash, e-transfer). Issue receipts and maintain accurate records. Follow up on outstanding balances. Update student accounts daily.

Office Operations

Maintain office supplies and cleanliness. Support instructors with printing, forms, and materials. Handle general office tasks (scanning, filing, data entry). Support management with administrative projects.

Skills & Qualifications

Experience in

administration

or

office management

(transportation/trucking preferred). Strong organizational and multitasking abilities. Excellent communication skills (phone, email, in-person). Proficient with Microsoft Office, scheduling software, and CRM systems. Ability to manage confidential files and follow strict compliance standards. Fast learner, reliable, and detail-oriented. MELT program experience is an

asset

but not required (will be trained).

Performance Indicators (KPIs)

Student files kept 100% complete & accurate Scheduling efficiency & reduced missed appointments On-time SERCO bookings Smooth student onboarding experience Compliance accuracy (MELT documentation) Payment tracking accuracy Professional communication & customer service
Job Types: Full-time, Permanent, Fixed term contract

Pay: $18.00-$19.00 per hour

Work Location: In person