Webber - Fleet Coordinator/Administrator - Infrastructure Management

Position Summary

The Fleet Coordinator is responsible for managing and overseeing the daily operations of the company's vehicle fleet. This role involves coordinating vehicle maintenance, ensuring compliance with safety regulations, managing fleet-related documentation, and optimizing fleet efficiency. The Fleet Coordinator will work closely with drivers, mechanics, and the operations team to ensure that the fleet runs smoothly and efficiently.

Primary Duties and Responsibilities
 

• Monitor and manage the company's fleet of vehicles, including scheduling and coordinating regular maintenance, repairs, and inspections.
• Ensure that all fleet vehicles comply with local, provincial, and federal regulations, including safety standards, licensing, and insurance requirements
• Ensure that all operators are following and reporting Hours of Service in accordance with local, provincial and federal requirements.
• Maintain accurate records of vehicle inspections, repairs, maintenance schedules, and incident reports. Ensure that all necessary documentation is up-to-date and readily accessible.
• Monitor mechanic productivity, ensuring tasks are completed in a timely manner and recorded in the Garage Management Software.
• Manage and maintain inventory levels to ensure productivity by utilizing Garage management software.
• Plan and prioritize repairs and documentation to meet contractual obligations.
• Liaise with service providers, such as mechanics, towing services, and vehicle rental companies, to ensure timely and cost-effective services.
• Coordinate the scheduling of vehicles for various departments, ensuring the optimal use of the fleet and minimizing downtime.
• Review and negotiate repair / parts quotes.
• Reinforce safety protocols and procedures for mechanics, drivers and vehicles.
• Assist in the recruitment, training, and management of drivers, ensuring compliance with company policies and regulations.
• Generate regular reports on fleet performance, maintenance activities, and expenses for management review
• All other duties as assigned.

Knowledge, Skills & Abilities
 

• Working knowledge of heavy fleet, equipment and salt spreader systems an asset.
• Ability to work in fast-paced environment.
• Must be a team player and have strong analytical and problem-solving skills.
• Must be highly organized individual that is details driven.
• Have the ability to identify procedural deficiencies and implement corrective actions/solutions.
• Able to effectively communicate with internal and external stakeholders.
• Possess a thorough understanding of current Commercial Vehicle Operator's Registration (CVOR) policies and requirements.
• A working knowledge of Word, Excel, Outlook.

Education & Experience
 

• Experience in fleet maintenance, repair facility management (preferred)
• Graduation from high school or GED equivalent with specialized training in Fleet or Maintenance
• Valid driver's license required and a good driving record to drive company vehicle.

Work Conditions/Physical Demands
 

• Must be able to work in an open office environment where noise level is low - to moderate
• Must be able to work basic office equipment, such as laptops, keyboards, scanners/copiers, including packing, lifting and moving Fleet files when and if needed.
• The employee is regularly required to sit for long periods of time and occasionally stand.
• Use hands and fingers, reach with hands and arms.
• Vision abilities include close and distance vision and ability to adjust focus.
• Must practice safe work methods to remain accident and injury free.
• Constantly operates a computer and other office productivity machinery, such as calculator, copy machine, and printer.

The Statements herein are intended to describe the general nature and levels of work performed by employees, but are not a complete list of responsibilities, duties and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

Webber Infrastructure Management Canada Limited, a Webber Group Company, is an equal opportunity employer committed to diversity and inclusion and we encourage applications from all qualified candidates, including those with disabilities. We will accommodate applicants' needs, upon request, throughout all stages of the recruitment process. Please inform us of the accommodation(s) that you may require. Information received relating to accommodation will be addressed confidentially.