Office Administrator

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