Soil Management Administrator

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.

If you are looking to work for a growing company who values the contribution of its employees and you demonstrate creativity, ingenuity, initiative and a high-level commitment then we are the company for you. We offer challenging and rewarding career opportunities, with room to grow, learn and excel.

Job Summary:

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 escalate compliance or operational issues in a timely manner.

Location: Fresh way Drive, Concord.

Hours of Operations: 7:00 am to 6:00 pm (EST)

Compensation: $50,000-$55,000 (Based on skill and experience)

Essential Duties & Responsibilities:

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 escalate 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.
• Maintain organized records of soil documentation, approvals, acceptance letters, tickets, tracking logs, and related correspondence.

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.
• Obtain and maintain required hauling approvals prior to commencement of soil movements.
• 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.
• Monitor the quantity, source, destination, and status of excess soil on a daily basis.
• 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.
• Maintain accurate electronic filing and documentation for audit and reporting purposes.
• 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.
• Follow up on missing tickets, rejected loads, discrepancies, and other issues affecting the movement or tracking of excess soil.
• 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 escalate 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.

Communication & Reporting

• 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.
• Prepare and distribute weekly and monthly reports as required.
• Maintain professional relationships with internal teams, contractors, receiving sites, and other stakeholders.
• Protect the confidentiality and integrity of project and company information.

Other Responsibilities

• 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.
• Identify opportunities to improve the accuracy, efficiency, and reliability of soil tracking and documentation.
• Perform other related duties and administrative responsibilities as assigned by the Soil Management Director or management team.

Our Ideal Candidate should have:

• 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.
• Strong attention to detail and ability to identify discrepancies or missing information.
• Excellent organizational and time-management skills with the ability to manage multiple projects and competing deadlines.
• Strong written and verbal communication skills.
• Ability to communicate effectively with drivers, field personnel, Project Managers, contractors, receiving sites, and internal departments.
• Strong problem-solving and follow-up skills.
• Ability to work independently while also contributing effectively within a team environment.
• Ability to work effectively in a fast-paced civil construction environment where priorities may change throughout the day.
• Demonstrated ability to handle confidential and sensitive business information professionally.
• A proactive approach with a strong sense of accountability and ownership.
• Valid driver's licence is considered an asset.

BENEFITS:

• Competitive Salary with annual cost of living increases
• Annual Bonus Program
• Group RRSP with 100% Matching
• 100% Company Paid Benefits
• Extended Health Care
• Dental Care
• Vision Care
• Parental Leave Top-up Program
• Employee Assistance Program (EAP)
• Life Insurance
• Wellness Programs

AODA:

SHL is committed to maintaining an accessible and inclusive organization. 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.