Supervisor, Fleet and Supplies

Salary under Review

The City of Markham is proud to be recognized for the 5th consecutive year as one of Canada's Best Employers by Forbes and Statista Inc. In 2025, the City of Markham is ranked 2nd among municipalities in Canada and 12th overall for Government Services. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as well as our fiscal accountability. More than 366,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life. 

Applications are now being accepted for this regular full-time position in the Operations Department, Community Services Commission. To apply, please submit your cover letter and resume by February 18, 2025.

Job Summary

The Supervisor of Fleet and Supplies is in charge of overseeing the cost-effective and efficient administration of the corporate fleet, which includes approximately 250 licensed and 600 unlicensed vehicles (including fire), as well as City inventory and supplies. Provides fleet resources to a number of departments, including Waterworks, Operations, Engineering, Sustainability and Asset Management, Fire and Emergency Services, and By-law Enforcement. Key responsibilities include coordination and supervision of fleet procurement, vehicle and equipment maintenance both in-house and contracted services, repair and refurbishment, disposal, driver training related to fleet usage, fuel site administration, rental acquisitions, projects and operational activities related to Roads, Parks, and Fleet for the Operations Department, in accordance with the policies and direction provided by legislative requirements, Senior Management and Council. Our Fleet and Supplies supervisor is in responsible for optimizing cost-effective procurement decisions for all fleet and operating inventory and supplies, with a focus on sustainability, operational efficiency, and customer service, and overseeing an annual budget of more than $4.9 million.

Duties and Responsibilities:
• Provide leadership and guidance for the safe, innovative, and efficient operation of a diversified municipal equipment fleet, including emergency response vehicles and equipment. Maintain the City's corporate image by ensuring that employees take pride in their specific fleet units, which travel throughout the city each day. 
• Supervise a team of Fleet technicians and staff by approving time cards, work order repair dates and times, overtime, and vacation requests. Staff recruiting, including training and development, health and safety and other regulatory compliance, performance monitoring and review, coaching and mentoring, collective agreement administration, payroll submissions, progressive discipline, and termination recommendations.
• Benchmarks productivity, streamlines/updates for best practices, ensures compliance with standards/procedures, health and safety, and contractor performance and value for money for the municipality. 
• Promote employee training and obtain the equipment required to properly and effectively maintain fleet assets. Assist staff in obtaining diagnostic troubleshooting information from OEM dealers and product manufacturers.
• Research, create, and implement maintenance techniques tailored to fleet needs while minimizing disruption to user department service levels and promoting excellent customer service. Monitor and track work order information and costs in order to forecast future replacements, as well as any difficulties or concerns with specific models that will enable future specification revisions or alterations.
• Commissioning all units into operation, adding new and/or replacement units to fleet inventory, establishing preventative maintenance program criteria, and ensuring that upfitting requests meet the demands of the user department.
• Reconcile annual license renewals and safety inspections for City Fleet units, and verify licensed GVWR is in line with legal load capacities for trucks weighing more over 4,500 kg, which currently costs $52,000 per year. Ensure that renewals are executed on schedule for the calendar year. Provide updated Fleet Lists to Risk Management before the policy expiry date for annual insurance renewal. Update the insurance slips for all Fleet units, including Fire and Emergency Services vehicles and apparatus.
• Under the guidance of the Fleet Manager and Senior Manager, assist in the preparation and evaluation of tenders, the development of appropriate specifications for vehicles and equipment that will provide cost-effective operation, reliability, and efficiencies, and the implementation of a proactive Fleet Refurbishing program to ensure units meet and/or exceed planned lifecycle requirement cycles.
• Coordination of contract start-up following bid award, inspection and supervision of contracted and project work, and delivery of materials/supplies, tracking contractor/supplier performance, completing necessary reports/documentation related to contracted services, and ensuring health and safety and legislative/regulatory compliance. 
• Manage inventory purchased and stocked by Fleet Staff for a yearly average of $400,000. Ensure inventory satisfies user department needs and product quality in accordance with corporate procedures.
• Assist with acquisitions and soliciting vendors to dispose of surplus Fleet units, ensuring that the unit has the highest resale value possible for the city. 
• Responds to inquiries from and/or liaises with businesses, contractors/suppliers, internal departments, and others regarding contracts, equipment/material requirements, maintenance programs/policies/procedures, contract administration and customer service issues, and other Operations-related topics as needed.
• Manage city-wide fuel sites, including fuel site transactions such as data export and upload into the Enterprise Asset Management system for tracking purposes, while also ensuring compliance with legislative standards and TSSA regulations.
• Assisting with department operating and capital budget preparation and administration, including account reconciliation/authorization and expenditure authorization; participating in assessments of in-house/contracted service mix; and contributing to Operations business/work planning.
• Manage the installation, maintenance, and configuration for AVL / GPS system monitoring information for City Winter Maintenance units and all other units.
• 24/7 Emergency response for equipment / vehicle breakdowns or accidents, weather events, building / gate / yard and security issues.
• Leading the City's Miller Ave. Operations yard, responsible for the oversight of all building-related issues such as HVAC, security (including cameras), clerical, entrances (e.g., gates/doors), and other maintenance requirements. Work collaboratively with contractors and other departments, such as Sustainability and Asset Management, as needed. Key staff member providing advise and feedback to Sustainability and Asset Management, including work prioritization, cost efficiency, and contractor monitoring.
• Assist with community activities by coordinating the setup and takedown of vehicles and equipment.
• Assists with City-wide Operations maintenance programs, offers backup assistance and acts in the absence of other Operations Supervisors, engages in rotational standby coverage, and fills in for the Manager, Fleet & Supplies as needed. 
• Participates as a member of the Operations Department's management team; leads and/or participates on project teams as assigned; and promotes the corporate/commission/departmental vision, mission, and values within Operations and among colleagues and coworkers.
• Undertakes special projects and other tasks as assigned, in accordance with departmental or commission/corporate objectives.

Qualifications:
 

• Significant experience (minimum of five years) in contract/project administration in a high-volume municipal fleet setting, including supervisory experience in a unionized fleet environment.
• 310S and 310T licenses are preferred.
• Knowledge of electric vehicles, charging infrastructure, and hybrid vehicles would be beneficial.
• Community college diploma or degree in automotive or a related field.
• Thorough working knowledge of project management/contract administration principles, practices, and procedures, the Highway Traffic Act, Occupational Health and Safety Act, and National Safety Code, NFPA 1901 (National Fire Protection Association Apparatus Regulation), CVOR (Commercial Vehicle Operators Registration), and TSSA, vehicle and equipment maintenance/operations standards, and preventative maintenance/quality assurance practices, labor relations principles, and collective agreements.
• Excellent interpersonal, time/project management, organizational, contract administration, analytical, recordkeeping, work prioritizing, problem-solving, and staff development/supervision skills.
• Ability to build strong and enthusiastic staff teams and internal alliances; align Operations contract administration field operations with Operations goals and objectives; champion the municipality's vision, mission, and values; foster and contribute to a positive, productive, service-oriented work environment; and communicate courteously and effectively with all contacts.
• Computer literacy includes skills in word processing, spreadsheets, contract administration/project management software, email, and the Internet; proficiency with fleet maintenance management and infrastructure asset management software would be beneficial.
• Class G Driver's license in good standing; DZ preferred. As a condition of employment, you will be required to provide a satisfactory drivers abstract.
• Willingness and availability to serve on rotational standby and in emergency response.

Core Behaviours:
 

• Service Excellence: Leads and supports staff in meeting or exceeding service standards when interacting with customers.
• Change & Innovation: Effectively implements change and supports and involves staff through change transitions.
• Teamwork & Relationship Building: Leads and supports staff in working together collaboratively, fosters teamwork and inclusion, and cultivates relationships.
• Communication: Models active listening and clear communication, and supports staff members in communicating effectively.
• Accountable Results Oriented: Role models ethical behaviour and accountability; clarifies expectations, policies and legislation and supports staff in meeting them.
• Management & Leadership: Supports a positive work environment, develops and enables staff, sets clear expectations, provides regular feedback, and addresses performance

The City of Markham is committed to inclusive, accessible, and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring process.