Fleet Coordinator- Maple Ridge, BC

Fleet Coordinator- Maple Ridge, BC

JOB SUMMARY

The Fleet Coordinator will play a role in supporting Clearway Vancouver operations' daily activities and support of project site requirements. This role will be primarily focused on supporting Clearway's equipment and rental need for the Vancouver regional operations, including both internal equipment requirements and third-party rentals, in addition to the maintenance and administration of local fleet vehicles.

This role will support Fleet and Rental supervisor and will report to the Fleet and Logistics Superintendent (Toronto-based) with a dotted line to the Regional Manager - BC Division.

COMPANY DESCRIPTION

CLEARWAY - Ordinary People Extraordinary Results.

Clearway has been operating since 1973 specializing in construction, sewer and watermain, shoring, road reconstruction, bridge, concrete forming, civil utilities, marine, brownfield rehabilitation and treatment plant/pumping station and residential and commercial development, project management and general contracting.

Location: Clearway's Yard - 23840 River Road, Maple Ridge ,BC, V2W 1B7.

This role will require occasional visits to our job sites, located across the Greater Vancouver Area.

Hours of Operation: 7:00 am to 5:00 pm (PST)

Compensation range: 70-80 K

ESSENTIAL DUTIES & RESPONSIBILITIES:

Equipment & Rental Coordination:

Asset, Logistics & Warehouse Management
• Maintain the Hilti system including locations, tagging, re-rentals, assets and ensure that GPS units are installed and functioning properly on equipment
• Ensure that tool certifications and maintenance/repairs are completed through third parties as required and tracked accordingly
• Manage tool inventory including inventory, certifications and ticketing, required safety inspections and other activities needed to maintain proper working order
• Maintains physical inventory of consumables and assets in stock and order accordingly, Quarterly Inventory to be done every Quarter
• Assist in the ordering/organizing of float moves and loading/unloading for equipment from yard to site or site to site as required.
• Processing orders from BIS request forms for job consumables

Rental and Re-Rental Coordination
• Track and monitor daily rentals and extension requests for rental equipment from field operations.
• Following approved guidelines, negotiate pricing with rental vendors and set-up rental contracts for review and approval by head office.
• Review invoices/packing slips for rental items returned and work with the appropriate vendor for credits if required.
• Build and develop relationships with rental vendors to better understand local capabilities and coordinate service schedules with the field to ensure reliability.
• Supporting all insurance requests for third-party rentals
• Process all Rental Requests from Supervisor based off availability from internal inventory
• Creating purchase orders (Texada) for equipment-related purchases, rentals, services, etc.
• Maintaining purchase order tracker log 
• Scanning / processing /Reconciling Packing slips 
• Track and monitor on and off rental requests
• Processing New Vendor Setup forms 
• Update online data base with third party rentals
• Ensure tracking of drivers assigned unit numbers on online database 

Fleet Coordination:

Licensing & Compliance
• Monitor and ensure that any road-driven equipment (e.g. loaders) are properly plated and renewed as required
• On a semi-annual basis, run all drive abstractors for Vancouver-based operators and for new hires prior to the assignment of equipment.
• Regularly conduct audits of driver vehicle inspection records and work with drivers to correct identified issues and deficiencies.

Accident Reporting
• Work with ICBC for any and all reporting of accidents with Clearway's Vancouver-based equipment
• Ensure that internal reporting requirements for health and safety (BIS) are completed in a timely manner, including coordinator of specific details needed to identify root cause and other factors in prevention.
• As required, coordinate repairs with third party vendors

Fleet Maintenance
• Maintain and update service records for all fleet vehicles based on the assigned schedule and frequency
• Set-up vendor appointments for service and maintenance and ensure that approvals are obtained from head office for unanticipated repair costs prior to approving execution
• Working with the head office Fleet team, schedule annual vehicle and equipment inspections and any permits that are required for logistics purposes.

General Fleet Administration
• Communicate changes to driver equipment assignments to head office (Toronto) to update master lists and records.
• Advise head office when new or replacement fuel cards are required.
• When tickets and fines occur with Company equipment, identify the relevant driver and scan all documentation for follow-up by head office personnel
• Other duties as needed
• Flexible to work outside of work hours as needed/Emergency requests

OUR IDEAL CANDIDATE:
• Post-Secondary Education preferred
• Minimum 2 years of experience working in a fleet, logistics support or site operations role, preferably in the Construction or Equipment Rental industries. 
• Knowledge and use of Microsoft Word, Excel, and Adobe and third-party software platforms such as Texada/Hilti or other fleet management software
• Valid provincial Driver's License
• Proficient in the English language with strong inter-personal and communication skills
• Strong planning and organizational skills with the ability to multi-task and prioritize in a high volume, fast paced environment.
• Ability to meet and adhere to deadlines and work under strict time constraints
• Be self-motivated and driven
• Must be legally eligible to work in Canada - no work permit sponsorship is available for this position.

BENEFITS:
• Competitive Salary with annual cost of living adjustments
• Annual Bonus program
• Group RRSP with 100% Matching
• 100% Company Paid Benefits
• Extended Health Care
• Dental Care
• Vision Care
• Disability Insurance
• Vacation & Personal Days, plus Paid Holiday Shutdown Period
• Parental Leave Top-Up Program
• Employee Assistance Program (EAP)
• Life Insurance
• Wellness Programs
• Free On-Site Parking

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