Fleet Admin
Calgary, AB
Full-timeAbout This Job
Role
Reporting to the Fleet Manager, the Fleet Administrator is an integral part of the fleet team, providing administrative functions such as data management and reporting, creating and issuing purchase orders, ensures timely submission of vehicle and equipment inspections, maintenance of vehicle and equipment inventory and collaborating with all Rising Edge departments and Divisions.
Responsibilities
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Create fleet and facilities purchase orders; ensure line items are correctly coded and closed out with vendors.
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Reconcile fleet credit card payments with Accounts Payable.
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Manage vehicle registration renewals and schedule required inspections (e.g., NDT, CVIP, smog tests, annual permits, quarterly boom inspections).
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Actively update and reconcile the Verizon and Fleet Complete GPS portals.
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Prepare and review monthly vehicle mileage reports and weekly non-transmitting GPS reports.
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Collect equipment hours and maintain the equipment tracking spreadsheet on a weekly basis.
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Collect and review all vehicle monthly inspections and daily equipment inspections in a timely manner.
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Manage vehicle fuel cards (Petro, Shell, Irving, Chevron, and FC Fuels).
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Conduct weekly audits of drivers’ Hours of Service (HOS) logbooks.
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Assist with opening and closing fleet repair and maintenance tickets.
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File all vehicle and equipment work orders, inspections, and documentation into their respective folders.
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Prepare and submit daily timesheets for mechanics.
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Maintain and update fleet SharePoint folders and preventive maintenance schedules in Viewpoint. Assist with commissioning new and decommissioning retired vehicles and equipment, including coordination of GPS units, decals, safety items, and aftermarket accessory installations/removals.
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Educate employees on fleet procedures, safety expectations, and best practices.
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Support the Fleet Manager in coordinating facility inspections and related activities.
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Coordinate rental vehicles for fleet needs.
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Update preventive maintenance schedules and open service tickets for upcoming repairs and maintenance.
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Complete other tasks as assigned by the Fleet Manager.
Requirements
Qualifications
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Diploma in Business Administration or a related field required
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At least 2 years of administrative experience preferably in a construction industry.
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Excellent interpersonal skills.
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Excellent organizational skills that demonstrate the ability to resolve conflicting priorities.
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Ability to work independent of direct supervision as well as being part of a team environment.
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Ability to manage multiple assignments with tight timelines
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Ability to communicate effectively, both verbally and in writing, with internal customers, external
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service providers, stakeholders, and co-workers.
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High proficiency in MS Outlook, MS Word, MS Excel, and the general use of computers
Benefits
Benefits
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Extended Healthcare Plan (Medical, Disability, Dental & Vision)
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Paid Time Off Benefits starting at 3 weeks
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Training & Development provided and paid by company
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Employee Assistance Program - Counseling
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Group RRSP Matching
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Health and Safety Training
•
Personal Protective Equipment Provided
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