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Fleet Manager Assistant

GCS Group
St. Albert, CAN
Mid
Onsite
Discovered 3 days ago
excel

Full Job Posting

Key Responsibilities

  • Vehicle & Equipment Tracking
  • Maintain an accurate inventory of all company vehicles and equipment.
  • Monitor odometer readings, equipment hours, GPS/telematics data, and usage logs.
  • Track asset assignments and equipment locations.
  • Assist with fleet utilization reporting.
  • Maintenance Coordination
  • Schedule routine maintenance, inspections, and repairs.
  • Monitor service intervals and overdue maintenance requirements.
  • Coordinate with mechanics, repair facilities, and vendors.
  • Review and close work orders accurately.
  • Follow up on repair requests and equipment issues reported by operators.
  • Compliance & Documentation
  • Maintain fleet compliance records and ensure documentation is up to date.
  • Track registrations, inspections, permits, and renewals.
  • Maintain driver qualification records and training documentation.
  • Manage insurance records, accident reports, and vehicle files.
  • Fuel & Expense Management
  • Monitor fuel usage and fuel card transactions.
  • Investigate unusual fuel consumption and usage trends.
  • Assist with fleet budgeting, expense tracking, and cost reporting.
  • Maintain records for repairs, maintenance, and operating costs.
  • Fleet Reporting & Data Entry
  • Enter maintenance, repair, inspection, and operational data into fleet management software.
  • Generate reports on fleet performance, downtime, maintenance costs, and utilization.
  • Maintain spreadsheets, logs, and digital records.
  • Vendor & Parts Support
  • Coordinate vendors for repairs, rentals, and sourcing parts.
  • Obtain quotes and assist with purchase orders.
  • Track parts inventory and reorder supplies as needed.
  • Build and maintain positive relationships with suppliers and service providers.
  • Safety & Incident Support
  • Assist with accident investigations and documentation.
  • Coordinate repairs for damaged vehicles and equipment.
  • Maintain records for insurance claims, photos, and incident follow-up.
  • Support fleet safety initiatives and compliance programs.
  • Driver & Crew Support
  • Assist with vehicle assignments, fuel cards, keys, and fleet-related resources.
  • Communicate fleet policies, maintenance procedures, and safety requirements.
  • Support onboarding and training of new drivers and equipment operators.
  • Administrative Support
  • Respond to fleet-related inquiries via phone and email.
  • Organize digital and paper records, maintenance logs, and fleet files.
  • Provide administrative support to the Fleet Manager.
  • Assist with special projects and continuous improvement initiatives.

Qualifications

  • Previous experience in fleet administration, transportation, logistics, equipment management, or a related field is preferred.
  • Strong organizational and time management skills.
  • Proficiency with Microsoft Office, particularly Excel.
  • Experience with fleet management, GPS, or telematics software is an asset.
  • Excellent communication and customer service skills.
  • Ability to manage multiple priorities in a fast-paced environment.
  • Strong attention to detail and problem-solving abilities.
  • Basic understanding of vehicle and equipment maintenance is preferred.
  • Valid Class 5 driver's license with a clean driver's abstract.
  • CSTS 2020
  • Whmis 2015

Preferred Qualifications

  • Previous experience in fleet administration, transportation, logistics, equipment management, or a related field is preferred.
  • Basic understanding of vehicle and equipment maintenance is preferred.

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