• Fleet Administrator - Regulatory Compliance

    Job Location(s) US-MA-Braintree
    Requisition #
  • Overview

    Founded in 1951, Iron Mountain Incorporated (NYSE: IRM) is the global leader in storage and information management services. Iron Mountain is committed to storing, managing and transforming what our customers value most, from paper records to data to priceless works of art and culture. Providing a full suite of solutions – records and information management, data management, digital solutions, data centers and secure destruction – Iron Mountain enables organizations to lower storage costs, comply with regulations, recover from disaster, and protect their data and assets from a complex world. Visit the company website at www.ironmountain.com for more information.
    Iron Mountain enables 94% of the Fortune 1000 to smartly and securely manage their physical and digital information assets. With unmatched innovation and collaboration, our teams create information management solutions for our customers’ data, no matter what format, location or lifecycle stage it’s in and no matter where it’s kept. We are more than 17,000 people strong and growing. We’ve been a trusted records management leader since 1951.
    Iron Mountain is an equal opportunity employer, and does not unlawfully discriminate on the basis of race, color, religion, sex, national origin, marital status, age, sexual orientation, gender identity characteristics or expression, disability, medical condition, U.S. Military or veteran status or other legally protected classifications in making employment decisions.
    Iron Mountain Canada is an employer broadly committed to providing an inclusive work environment that welcomes all people.  Globally, we believe it is our diversity that contributes to our companies’ shared success. We work hard always to avoid discriminating on any grounds other than capability to perform the requirements of the job.


    Job Sum This position has three primary areas of responsibility. The first is to coordinate and administer all U.S. and Canadian motor carrier compliance-related activities. The administrator will provide basic guidance and general direction to the established third party compliance administrators (JJ Keller; First Advantage) and facilitate field compliance with the 3,000+ employees enrolled on the Driver Qualification (DQ) file program. This will include ensuring employees are added and removed from the system in a timely manner, and directly managing the ERMS DQ program for non-DOT driving employees. They will also research and respond to USDOT-mandated background responses from prospective employers of former Iron Mountain employees. All elements of the program will include a requirement to produce accurate, timely reporting on a recurring schedule to measure Iron Mountain compliance with CSA and Canadian motor carrier compliance programs.
    The second area of responsibility is to function as the principal administrator for the telematics system, executing basic system support requests (such as field password management), setting up new vehicle profiles, system reporting providing fundamental guidance to the field users, monitoring the accurate functioning of the system, working directly with Warren Installations to coordinate / ship new or refurbished equipment to field locations or body manufacturers and providing direct support to the Manager, Fleet Maintenance as part of the management of the hardware assets assigned to the program.      
    The third area of responsibility is to provide daily support to the Fleet Maintenance manager.  This includes monitoring a Fleet Maintenance mailbox for repair and part supplier invoicing and inquiries. Also responsible for issuing limited vehicle maintenance approvals for Penske Truck Leasing (maintenance provider), Shred Tech and Shredfast (specialized truck suppliers) using basic fleet maintenance knowledge and following a directed set of guidelines from the Fleet Maintenance Manager for the approvals.


    The Analyst will also support the other members of the Fleet Administration team in the processing of the centralized invoicing activity received from Iron Mountain’s principal suppliers of leased vehicles, maintenance, fuel, vehicle security system, third party courier and related tax and registration programs in both the U.S. and Canada, vehicle permitting and disposal, document filing, and report production, as necessary and directed.   


    Primary (P) or Secondary (S)

    Key Responsibilities: What are the main responsibilities of the job? Indicate which are primary (essential to the job) and which are secondary (not essential to the job).

    % of Time Spent:


    A.     Coordinate and enforce motor carrier compliance activities



    B.     Telematics system administration and support



    C.     Maintenance Program administration and support



    D.     Monitor Fleet email box and facilitate responses to NAO field and IM supplier inquiries received via email, phone and hardcopy mail/parcel



    E.     Support directed vehicle sale program



    F.     Document filing and vehicle program support



    G.    Perform other related duties as assigned, to include assisting Fleet Administration Manager with the maintenance of the Scout/Sharepoint intranet websites


    Functional Knowledge, Skills, and Competencies: Strong working knowledge and demonstrable proficiency in MSWord and MSExcel is required.  Experience/knowledge of MSAccess and Powerpoint is helpful.

    Also experience in the fleet, maintenance management, and transportation or warehouse distribution industries would be ideal.


    Business Expertise: Requires extremely strong organizational skills to ensure timely, accurate execution of all


    Leadership: This role will bear the primary responsibility for attending to the administration and enforcement of the carrier compliance activities for both the United States and Canada.  
    Problem Solving: Must be able to evaluate large amounts of data received in a logical manner to reasonably ascertain accuracy, and ensure proper upload into financial software. Must be able to recognize issues related to missing or incomplete information and independently demonstrate initiative to research and complete documents.


    Nature of Impact: NAO Fleet receives over 200 separate, actionable emails and numerous phone calls each business day from the field pertaining to vehicle and related-program administration and management.    


    Area of Impact: NAO (throughout U.S. and Canada)


    Interpersonal Skills: This role requires a large amount of telephone and email communication with suppliers and varying levels of Iron Mountain’s field organization. The administrator must be timely and complete when responding to questions and concerns.  They must also consistently demonstrate clear, concise and professional verbal and written communications, and strong personal organization skills.


    Job / Physical Requirements/Qualifications:


    1. Physical Requirements:

    Limited physical exertion is required for this job. Must be able to sit for extended periods and able to use a computer keyboard, telephone, fax/scan machine and other standard office equipment.

    1. Travel Requirements:

    % Total travel: 0%

    % Local travel: 0%

    % Overnight travel: 0%

    1. Utilization of Time and Equipment:



    1.      Laptop / desktop computer, telephone


    2.      Lifting, moving, pushing and pulling equipment, cases, metal containers, or boxes in excess of:


    10-20 lbs.



    30-40 lbs.



    40 lbs.



    1. Licenses & Certifications Required:



    1. Qualifications:

    Minimum Education:                                                   Minimum Experience:

    4-Yr College Degree                                                    2 - 4 Years – Fleet Admin/Transportation


    Preferred Education:                                                   Preferred Experience:

    Business Degree                                                         4 – 7 Years – Fleet Admin/Transportation



    Compliance Obligations:


    It is the responsibility of every Iron Mountain employee:

    • to comply with all applicable laws, rules, regulations, and company policies
    • to exhibit ethical behavior in accordance with our Code of Ethics and Business Conduct 
    • to complete required training within the allotted time frame