Fleet Coordinator

Position Overview:
The Fleet Coordinator is responsible for ensuring compliance with safety regulations, managing fleet-related documentation, and optimizing fleet efficiency. This role involves close collaboration with drivers, maintenance teams, and the operations department to ensure smooth and effective fleet management. The Fleet Coordinator reports directly to the Director of Maintenance.

Key Responsibilities:
 

• Hours of Service & Compliance:
  
  • Review ELD-reported Hours of Service, inspections, and defect reports daily.
  • Coordinate with operations to address issues.
  • Analyze weekly data and prepare KPI reports.
  • Provide support to the operations team for ELD platform usage.
  • Train employees on the ELD platform for trucks and mobile devices.
• Driver Onboarding & Training:
  
  • Coordinate with the HR department for onboarding new drivers.
  • Provide driver abstracts and license checks (initial and seasonal recalls) to HR.
  • Maintain driver files for employees traveling cross-border.
  • Coordinate driver evaluations, conduct assessments, and make recommendations.
  • Update training materials and organize new or refresher sessions for operations.
• Fleet Management & Compliance:
  
  • Renew provincial transport CVOR and generate reports for management.
  • Collect and prepare data for fuel tax claims and fuel card management; collaborate with finance.
  • Administer the Driver Certification Program, including portal management and audits.
  • Track performance metrics, manage KPIs, and provide feedback to operations managers.
  • Coordinate mandatory maintenance activities with the maintenance team to avoid CVOR impacts.
• Incident & Insurance Management:
  
  • Oversee vehicle incidents and insurance claims.
  • Manage vehicle permits for out-of-province/country travel.
  • Administer processes for floating, shipping, and cross-border documentation.
  • Facilitate interoffice communication between Canada and the USA.
  • Handle vehicle rental procedures, scheduling, and floating.

Qualifications:
 

• Post-secondary education in a related field.
• Minimum 2 years of experience in fleet management.
• Strong understanding of legislation related to CVOR.
• Proficient in Microsoft Excel.
• Ability to multitask and maintain attention to detail.
• Excellent written and verbal communication skills.
• Strong problem-solving abilities and the capacity to work under pressure.
• Proven ability to build and maintain relationships with internal and external personnel.
• Ability to read, write, and comprehend reports and associated documents.
• Effective time management skills; ability to prioritize workload and meet deadlines.
• Demonstrates integrity, trust, and maintains confidentiality.
• Flexibility to adapt to change and a commitment to continuous improvement.